Recording should start at the community level where the root of the problems might also be identified for an appropriate action. Therefore, recording at the community level by health extension workers give solution for some of the challenges associated with data shortage.

Information in health service organisations should fill the following characteristics.

  • Appropriateness: does the information relate to the work and objectives of the organisation?
  • Quality: is the information complete, accurate and precise? Does it represent a true picture of what is happening within the organisation?
  • Timeliness: is the information recent and represent what is occurring now within the organisation or is it out of date and little use?
  • Quantity: is there sufficient information available that will lead to accurate conclusions?

Record keeping or documentation

Records consists of the information kept in the health unit about the work of the unit, health conditions in the community and individual patients, as well as information on administrative matters such as staff, equipment and supplies. Records are usually written information kept in note books or fills. They may also be kept on to be computerized.

Records should be accurate, accessible, and available when needed, and contain information that is useful to management. Information should not be registered unless it is known to be correct and unless there is a use for it. Accurate records help Health Extension Workers to follow the activities of a program continuously, according to the need.

Setting up a filing system

A filing system is an arrangement by which different types of papers are placed in separate files so that any paper can be found again rapidly. Performances of a community health activity, based on collection, analysis and interpretation of data can finally be prepared to be reported and documented. Activity performances and all types of pieces of papers; including letters, receipts, invoices, reports, patients' record cards, minutes of meetings, pamphlets, leaflets, and drug prescriptions needs to be kept in a filing system.

Sometimes documents are piled on desks so that it is difficult to find anything. Important documents are often placed in unknown files and are therefore lost. To make sure that any paper can be found whenever it is needed, a filing system must be set up.

A good filing system should have the following qualities:

  • There must be a place for every type of paper normally found in the health unit;
  • It must be simple, so that staff members can maintain it;
  • It must be possible to find papers rapidly when needed.

Filing arrangements (filing categories)

There are several methods of filing systems. These are the following:

  • Alphabetical.
  • Numerical.
  • By subject.
  • Geographical.

These methods can be used in health units in the ways described below. Often two or more systems may be used together.

Alphabetical filing

The files are arranged in alphabetical order, according to the first letters of the main name of the file. This system is used when there are large numbers of papers on similar subject. In health services it is the most useful for staff files. Each staff member has an individual file. It includes personal particulars, employment and salary details, increment dates, and any correspondence relating to personal problems.

Numerical filling

Each file is given a number, and the files or record cards are then filed accordingly. However, a cross-reference file is needed in the case, for example, patients lose their number cards.

Filling by subject

Filing by subject is the most useful system for general purposes in small health units. All papers, documents, letters, etc. that do not belong to any existing file should be listed. A file should then be established for each subject category.

Geographical filing

There should be a file for each village, containing information such as names of leaders, dates of markets, special problems, traveling times and distances, types of transportation, etc. This is particularly useful for supervising district work, such as mobile clinics or home visiting.

Arranging and indexing a filing system

Filing does not always achieve its main objective, which is to allow any paper to be found any time it is needed, because papers are often placed in the wrong file, or files are not arranged in any order, or files are not indexed. An index is a list (usually alphabetical) that refers to the place where an item or article may be found.

Registers or ledgers

Not all records in a health unit consist of loose papers. Some items are recorded in large books usually called registers or ledgers.

Where to find files, registers and ledgers

Files, registers and ledgers are best kept where they are used; for example, the stock ledger and receipts file in the store room or cupboard, correspondence in the office, and patients' files in the outpatient department. Wherever they are kept, they need a definite place on a shelf or in a cupboard where they can be found easily. Where a number of files are kept in an office the shelves should be clearly labeled. The place where each document is kept is recorded in the office index.

Office accessories

In addition to documents, there are office accessories, for which space must be provided on a shelf or in a cupboard. These accessories include stationery and envelopes, official forms, glue, scissors, adhesive tape, wrapping paper and string, pens, pencils and ink, stencils and duplicators.

Information management, monitoring and evaluation

All the important data regarding adolescents and youth reproductive health should be properly documented and kept in the health post for immediate use or any time in the future when the need arises. In this regard, the health extension worker has to do some tasks.

These tasks of the Health Extension Worker include:-

  • Keeping a record of the number of the Kebele population categorised in sex, age and occupation.
  • Keeping a record of the number of schools, government and nongovernmental organisations, farmers, youth and women's associations found in the Kebele.
  • Registering the number of health education materials distributed to social and other organisations in the Kebele.
  • Keeping a record of the number of people that received health education as a group or in any gathering places.
  • Registering all clients receiving different health services in the health post and outreach.
  • Keeping the record of the number of households referred to higher health institutions by the health extension worker. The record should include information on whether the client has benefited or not from the next level of health facility.
  • Organising health data and making it ready to use.
Last modified: Sunday, 26 February 2017, 5:33 PM