TRAINING MODULE IV. The Department of Health REPUBLIC OF SOUTH AFRICA FOR IDEAL CLINIC REALIZATION AND MAINTENANCE

Transcription

1 The Department of Health REPUBLIC OF SOUTH AFRICA TRAINING MODULE IV FOR IDEAL CLINIC REALIZATION AND MAINTENANCE Data capturing and report generation on IC software IDEAL CLINIC DASHBOARD

2 Table of Contents 1. INTRODUCTION TO THE IDEAL CLINIC INITIATIVE... 1 ONLINE SOFTWARE: 2. REGISTER AND RESET PASSWORD SOFTWARE FUNCTIONALITY PRINT ASSESSMENT FORM CAPTURE ONLINE DASHBOARDS REPORTS HELP AND DOCUMENT CENTRE OFFLINE SOFTWARE: 9. INSTALL OFFLINE APPLICATION CAPTURE OFFLINE EXPORT AND UPLOAD ONLINE OFFLINE FACILITY REPORTS II P a g e

3 1. Introduction to the Ideal Clinic Initiative 1. IDEAL CLINIC INITIATIVE The Ideal Clinic (IC) initiative was started in July 2013 by the Director-General of the National Department of Health as a way of systematically improving the deficiencies in Primary Health Care clinics in the public sector. The initiative is also supported by the Department for Planning Monitoring and Evaluation (DPME) through the Operation Phakisa programme. 1.1 Definition An Ideal Clinic is a clinic with good infrastructure 1, adequate staff, adequate medicine and supplies, good administrative processes and adequate bulk supplies that use applicable clinical policies, protocols, guidelines as well as partner and stakeholder support, to ensure the provision of quality health services to the community. An Ideal Clinic will cooperate with other government departments as well as with the private sector and non-governmental organizations to address the social determinants of health. PHC facilities must be maintained to function optimally and remain in a condition that can be described as the Ideal Clinic. Integrated clinical services management (ICSM) will be a key focus within an Ideal Clinic. ICSM is a health system strengthening model that builds on the strengths of the HIV programme to deliver integrated care to patients with chronic and/or acute diseases or who came for preventative services by taking a patient-centric view that encompasses the full value chain of continuum of care and support. 1.2 Composition of the Ideal Clinic dashboard The Ideal Clinic dashboard is the tool that is used to measure the status of the clinic, determining whether the health facility is Ideal or not. The dashboard comprises of 10 components and 32 Sub components. See annexure A for a detailed description of the components and sub components. Within each sub component there are several elements (214) that speak to quality and safety. 1.3 Weighing of elements Each element is weighted as vital, essential or important. The definitions for each weight are as follows; 1 Physical condition and spaces, essential equipment and information and communication tools 1 P a g e

4 Vitals - Serious issues that require immediate and in-depth correction as they involve serious safety issues and may cause long-term damage, such as gross substandard clinical care, professional misconduct, mortality and morbidity. The issues have the highest probability of litigation and adverse local and national publicity. They require immediate resolution. Essentials - Significant issues regarding standards, quality of care and safeguarding of or denial of rights. The issues may cause lasting problems for the organization. They are prone to have litigation and adverse local publicity and so require investigation and urgent resolution. Important - Service or experience has potential to impact on the quality of the patient s experience of care. Resolution period ranges between short (0-3 months), medium term (up to six months) to long term (up to a year). 1.4 Method of measuring The method of measuring each element is indicated with a symbol. See table below for explanation of each method of measuring Key Method of Measurement a) Check applicable documents e.g. policies, guidelines, standard operating procedures, data, etc? b) Ask staff members and or clients for their views or level of understanding c) Observations and or conclusion d) Test the functionality of equipment/systems 1.5 Responsibility The responsibility to achieve each element lies with four levels within the government structure. The four levels are set out in the table below Key NDoH P D HF Description National Department of Health Province District Health Facility 2 P a g e

5 1.6 Scoring Each element is scored as; Green (G) = achieved Amber (A) Red ("R) = partially achieved = not achieved When assessing each element, refer to the Ideal Clinic Manual for clear instructions on what needs to be assessed. A clinic will receive an Ideal Clinic status (green) if the clinic s overall score is 100% for elements weighted as Vital, 85% for elements weighted as Essential and 70% for elements weighted as Important. An average score of 80% will be achieved accordingly. A clinic whose overall score is 100% for elements weighted as Vital but scored less than 85% for elements weighted as Essential and / or less than 70% for elements weighted as Important will have a status of partially achieved (amber). A clinic whose overall score is less than 100% for elements weighted as Vital will have a failed status (red). 1.7 Status determination There are two roles for determining the status of a clinic. Firstly a Status Determination (SD) by the Facility manager and secondly a Status Determination (SD) by the Perfect Permanent Team for Ideal Clinic Realization and Maintenance (PPTICRM) based at district level. A SD by the Facility manager is recommended to prepare the facility for the SD by the PPTICRM. This SD can be conducted twice in a year during the 1 st half of the financial year (April to September) and the 2 nd half of the financial year (October to March). The SD by the PPTICRM is compulsory and must be conducted once in a financial year. The SD must be concluded by the end of February of the applicable financial year. 3 P a g e

6 Flow diagram of proposed SD process: 1. SD by Facility manager: Assessed on IC dashboard By Facility manager Up to twice a year 2. SD by PPTICRM: Assessed on IC dashboard By PPTICRM Compulsory Once a years 1.8 Capturing of data A web based application ( was designed to monitor and evaluate the implementation of the IC Initiative. The software can also be installed as a standalone application should connectivity to the web-based interface not be available. The standalone application can be downloaded from the IC website. See annexure B for the data process flow. The reporting tool will present the information in a meaningful way that will support analysis, findings and recommendations effectively. The reporting system will allow for individual facility reports, aggregated reports at sub-district, district, provincial and national levels. These reports will assist facilities, sub- districts, districts, provincial and national departments to monitor and evaluate the quality of services in PHC facilities and to develop quality improvement plans accordingly to close the identified gaps. 4 P a g e

7 1.9 User accounts on IC software ( To access the IC software online a user must have a user account. Users that work on the off line module do not need a user account. There are two types of user accounts. Firstly an account that allows the user to view reports and dashboards and secondly an account that also allows a user to capture data on the dashboard. To request that a user account be created the form to request creation of a user account must be completed, see annexure C. It is recommended that districts use the summary sheet to request the creation of user accounts for staff within their district, see annexure D. The form/sheet must be submitted via to the National Department of Health (SteinR@health.gov.za) by the provincial office, the chairperson of the PPTICRM or by the District Manager for District Health Services/Primary Health Care Viewing accounts This type of account will allow the user to only view the results of SD in the form of reports and dashboards on the IC software. The user will not be able to capture data Data capturing accounts SD by Facility Manager This type of account will allow the user to capture only SDs that were conducted by the Facility manager SD by PPTICRM This type of account will allow the user to capture SDs that were conducted by a Facility Manager as well as the PPTICRM. Each district will be allowed to create only two accounts for users to capture data on SD by PPTICRM. Once the account has been created the user will receive an on the address that was used to register the account. See example below: "From: <idealclinic@asgworld.co.za> Date: Tue, Feb 24, 2015 at 9:44 AM Subject: Password Reset: Ideal Clinic Monitoring System To: susan.botha@gmail.com Hi, Susan Botha, Please use the following details to login to the Ideal Clinic Monitoring System: Link: USERNAME: SBotha PASSWORD: enmku@0p 5 P a g e

8 1.10 User accounts on test site for IC Software (( Staff from the provincial office, PPTICRM or District office that will be responsible to train staff on the IC software can access the test site on to train staff to capture assessments ect as this cannot be done on the live site ( as all data that is saved on this site will be permanent and cannot be removed. The details to log on are as follows: Username: Test Password: password 6 P a g e

9 Annexure A 7 P a g e

10 Annexure B 8 P a g e

11 Annexure C FORM TO REQUEST CREATION OF A USER ACCOUNT TO ACCESS THE IDEAL CLINIC SOFTWARE 1. Personal Information Complete the personal information in the column to the right Title First Name Surname address 2. Where do you work Mark the applicable one with an X in the grey block Public Service/Government Implementing partner Other Do you work in the: Mark with an X in the grey block Specify the partner: Specify: a. National Dept of Health b. Provincial Dept of Health c. District Office d. Sub District Office e. Health Facility If you work in b to e, specify where, complete all the levels up to where you work Province District Sub district Facility 3. Which role do you require Mark with an X in the grey block Viewing Capturing Mark with an X in the grey block SD Facility manager SD PPTICRM 4. Are you a member of the PPTICRM? 5. Mark with a X in the grey block YES NO The provincial office for District Health Services/Primary Health Care, the chairperson of the PPTICRM or the District Manager for District Health Services/ Primary Health Care must submit the form to the National Department of Health (SteinR@health.gov.za) 9 P a g e

12 ANNEXURE D SUMMARY SHEET TO REQUEST CREATION OF USER ACCOUNTS TO ACCESS THE IDEAL CLINIC SOFTWARE 10 P a g e

13 2. Register and Reset Password 1. To register you have to complete and submit a User request form; as explained in Section 1 (Annexure C) 2. You will then receive an like this, giving you your Username and a temporally Password 3. Go to the Ideal Clinic website: 4. Enter your Username and the temporally Password that was ed to you in the text boxes provided and click on Login 5. When you Login the first time this window will open that will require you to enter a new Password. Enter a new Password and click on Save to continue to the Homepage 11 P a g e

14 6. If you forget your Password; Go to the Ideal Clinic website: 7. Enter your address that was used before to create your user account in the text box provided to Recover Lost Password. 8. Select the Reset Password button. 9. A message will appear stating: A new password has been send to your address 10. The User will then receive an on the registered e- mail address, see example 12 P a g e

15 11. Go to the Ideal Clinic website: Enter your Username and a temporally Password that was ed to you in the text boxes provided and click on Login 13. The user will be prompt to change their Password when logging on. Enter the Password in each of the text boxes provided 14. Select the Save button 15. After the Save button have been selected a message will appear: account details updated. The user can then proceed to Capture Data or Generate Reports 13 P a g e

16 3. Software Functionality 1. When you open the Online Ideal Clinic Monitoring Software you will see the Homepage See the menu bar at the top for various functions. An overview of these are given below, with more detailed descriptions in the following Sections 2. The Data Management function includes uploading export files from the Offline system, downloading the Offline Application, as well as capturing Assessment Forms and printing hard copies of blank Assessment Forms 3. The Dashboards are various graphs and maps that allow for quick and easy access to information These include a General Overview presented in a map, Facility Comparison and graphs on Progress, Outcome and Data Submission 14 P a g e

17 4. Excel reports are available to download and save on your computer. Various filters make it possible for the User to setup these reports according to specific needs 5. A Help function enable the User to watch instruction videos, update personal details like Password and access various important documents and training material 15 P a g e

18 4. Print Assessment Form 1. When the Homepage opens, click on the drop-down arrow next to Data Management. Select Generate Blank Assessments to print a blank Assessment Form 2. You can click, without using any of the filters, on Generate Single Blank Form to download a blank Assessment Form for downloading and printing 3. This excel form can be saved on your computer and printed when required 16 P a g e

19 If you want information to appear on the form when downloading; 4. Select the name of the facility. You can also select more than one facility by filtering for Province, District or Ward 5. Select Period 6. Click on Generate Facility Forms. Maximum 1000 Assessment Forms can be downloaded at the same time 7. The Assessment Form will have pre-populated boxes like the name, district and any other demographic information 17 P a g e

20 5. Capture Online 1. Go to 2. You have to be registered and need a Username and Password. See Section 2 for instructions on how to Register or Reset Your Password Enter you Username and Password and click Login to open 3. When the Homepage opens, click on the drop-down arrow next to Data Management. Select Assessments to capture new forms on the website. 4. When the page opens you can first type in the name of the facility and click on Search to see if this facility form has been captured. The arrow on the right allows you to scroll through all forms that has been Captured or Saved 5. The Status shows you if this form has been submitted after capture or if the form was saved. If saved you can tick the box on the left of the facility name in the list and click on Edit to open, correct and submit. 18 P a g e

21 Or you can click on New if the form has not been captured before and you want to capture it for the first time Remember this is where you will find your form if you have saved it before 6. This shows you the result if you are opening a new form Under facility you have to click on the magnifier glass sign to open the new page where you will search for the facility name or select a name from the list 7. This form will open that will allow you to select a facility name. You can type in the facility name and click on search to find it 8. Alternatively you can select Province, District etc to filter and manually select one by ticking the check box. Note the arrow on the right that you can use to scroll right when looking for the name of the facility Once you have found it then tick the check box and click on Select to open the new form. 19 P a g e

22 9. This is the page that opens when you search for a facility name. You still need to click on the check box before clicking on Select to open the new form 10. Once you have selected a new facility for capturing you will see only the top part and not the questionnaire Required fields must be filled in before the rest of the questionnaire will open Complete all fields at the top of the page as required 11. Once the questionnaire opens you can start capturing 12. You will notice the red lines on the right of the form. These will disappear when you capture in the form. If you tick Partial you have to put a Comment otherwise the red line will not go away and you will not be able to submit your form 13. Once you have captured you can either save (will allow you to go back to the form and edit later; as explained in steps 4 and 5) or Submit to load the form, meaning that you will not be able to edit once submitted. 20 P a g e

23 6. Dashboards 1. You will find these filters for each of the different dashboards that can be used to filter the information that you want to be displayed General Overview 2. When filtering a Province, District, Ward or Facility; the map will zoom to the selected geographical area 3. As the map zoom in, more detail will appear. When you click on a facility, an option will come up that will allow you to view the detail for that facility 4. When you click on View, you will see the detail on the right that can be downloaded Facility Comparison 5. These graphs allow comparison between Provinces, Districts, Wards and Facilities; showing lowest performing and 6. Best performing 21 P a g e

24 Progress 7. These graphs indicate progress in terms of achieving Ideal Clinic status and 8. Submission of Assessment Forms by facilities Outcome 9. One of the graphs presents the progress per component Data Submission 10. This graph indicates the proportion of facilities that submitted Assessment Forms out of all expected submissions 22 P a g e

25 11. By clicking on the icon at the top right corner, images can be downloaded for use in reports and presentations By clicking the circle icon on the top right corner, the image will be blown up 12. By Clicking on the Show labels tab, the labels is displayed on the graph 13. IMPORTANT: Ensure to select the Carry Over function that will ensure that information is carried over from the previous quarter if you have not captured for the selected quarter. If you don t select it then you might not see any information displayed in the graphs. 23 P a g e

26 7. Reports 1. The Clinic Report display facility information over a specific time period. A start date and end date should therefore be selected before generating the report 2. Various quarters selected and displayed allows for analysing trends Note that scores (%) will also be displayed The Comparative Report allows comparison; for example comparison between Provinces, Districts, Wards and Facilities 3. Filter at the top should be used to select the required information; 4. that you want to compare with the information at the bottom 24 P a g e

27 5. The information selected at the top (step 3) are shown in comparison 6. With the information selected at the bottom (step 4) 7. The Aggregate Report shows information per facility for a specific time period. A maximum of 30 individual clinics can be shown at any given time 8. Facilities in a specific District can for example be displayed in one report, also indicating the scores per components and subcomponents 25 P a g e

28 9. The Facilities Status Report list all facilities selected and give scores for all components over any selected time period 10. Selected facilities listed 11. The Question Comments Report display all comments that was captured for Partial 26 P a g e

29 12. All comments listed in the report 13. The Facility Quality Improvement Plans (QIP) is a template that can be used with comments included that can be used to develop activities to address the poor performing components 14. QIP template with information and comments displayed 27 P a g e

30 8. Help and Document Centre 1. The Help & Support function allows you to watch tutorial videos 2. The My Details function allows updating of personal information, including changing your Password 3. The Documents function allows downloading of policies, protocols, guidelines and report templates 28 P a g e

31 9. Install Offline Application You can get the installation file for the Offline software from someone else on a CD or memory stick. In this case you will double click on the file to start installation 1. However, the Offline software is also available for download from the online software. You click on Data Management and then Download Offline Application and run the installation file to start installation 2. This Window will come up; click Next 3. Leave all settings as it is and click Next 29 P a g e

32 4. Click Next 5. This will start the installation of the Offline Application on your computer 6. Once installation completed; click Close 30 P a g e

33 7. Close all windows and go to the Desktop on your computer where you will find the shortcut for the Offline Ideal Clinic Monitoring System 31 P a g e

34 10. Capture Offline 1. Go to the Desktop on your computer and Click on the Offline Ideal Clinic Monitoring System Icon to open the Offline program 2. When the program opens you will see this. Click on Help and then Setup 3. A Window will open that requires an Admin Pin. Enter 1234 at the admin pin 32 P a g e

35 4. When you enter the Pin, this Window will appear. You can now filter Province, District, Ward and Facility At bottom right hand corner is a button Apply ; CLICK Apply A message will appear that facility set up is updated 5. The next screen will appear: Please note that the facility chosen will be displayed 6. Click on new assessment and your form will appear for capturing. Remember the same rules apply when you capture offline as online 7. Once captured, the Form can be saved and you can continue at a later stage When you click on Save you will get a message that will say Assessment has been saved Click OK and then click on Close to close the form 33 P a g e

36 8. If you close the form after you have captured and saved; this Window will appear. You can select the form again by clicking on it. 9. Then click on Open Assessment to open the saved form. 10. Once all information is correct and the form is complete then you can submit the form by clicking on Submit 11.. The following message will appear 34 P a g e

37 12. Click Yes; and the following message will appear 13. After you have closed the form that was submitted, you will see this Window. Note that the status has now changed to Submitted. Remember that this form is now submitted and still in the Offline Program on your computer. You still need to export it from your computer to the Online Ideal Clinic Monitoring System 35 P a g e

38 11. Export and Upload Online 1. Go to the Desktop on your computer and Click on the Offline Ideal Clinic Monitoring System Icon to open the Offline program 2. When the program opens you will see this. Click on Help and then Setup 3. A Window will open that requires an Admin Pin. Enter 1234 at the admin pin 36 P a g e

39 4. When you enter the Pin, this Window will appear. You can now filter Province, District, Ward and Facility At bottom right hand corner is a button Apply ; CLICK Apply A message will appear that facility set up is updated 5. The next screen will appear: Please note that the facility chosen will be displayed. Click on the facility you want to export data for 6. Click on File and then Export Data to export the data captured in the questionnaire for the selected facility 7. Data will be exported and you can save it on your computer or on a memory stick. Please don t change the type. For uploads a *.csas file format is needed 37 P a g e

40 A Message will come up to say that the Export was successful 8. Go to 9. You have to be registered and need a Username and Password. See Section 2 for instructions on how to Register or Reset Your Password Enter you Username and Password and click Login to open 10. Once the Homepage opens, click on the drop-down arrow next to Data Management. Select Upload Data to import the file 38 P a g e

41 11. Click on Choose File 12. Browse to find the Export File (*.csas file format) that you have saved on your computer or on a memory stick 13. Click Upload to upload the export file into the Online Ideal Clinic Monitoring System 39 P a g e

42 12. Offline Facility Reports 1. Go to the Desktop on your computer and Click on the Offline Ideal Clinic Monitoring System Icon to open the Offline program 2. The next screen will appear: Click on the facility you want to export data for, the facility name and detail will be highlighted. Click on File. There are two different reports that you can get on the offline version. 3. A Facility Report; as well as 4. A Quality Improvement Plan (QIP) template 5. The Facility Report that you can download is an excel file with the facility data that was captured. This can be saved on your computer and printed 40 P a g e

43 6. A Quality Improvement Plan (QIP) template with information for No and Partial displayed that the Facility manager can used to plan activities to address the weak areas in order for the facility to achieve Ideal Clinic status 41 P a g e