The South African National Department of Health (NDoH) has often been criticized for not responding quickly enough to adverse events occurring in state medical facilities. To improve the situation and prepare for the imminent rollout of the NHI program, the NDoH, as well as donors and their partners have undertaken various health strengthening programs. However, while improving processes has produced results, it was felt by NDoH that more was needed to empower the facility manager, often referred to as the CEO, who is ultimately the individual responsible for what is happening at the institution. NDoH approached Qode to develop a tool that could be used to empower the CEO and keep him/her informed on all developments, while also providing a method for subordinates to report incidents and what they had done to mitigate them. The system would also need to report to NDoH on what was happening in its facilities.
The QodeReport Integrated Facility Reporting System is designed to keep the manager of a hospital or clinic informed on all activities or happenings occurring in their facility, as well as assist the manager in mitigating risk within the facility. Although primarily designed for hospitals, the system can also be used in clinics. The system consists of a web configurable Android app, as well as a web based management portal where the configuration of the mobile app takes place. The unique setup for each facility is also completed on the management portal.
The system is user-friendly and enables the facility manager to configure the facility setup themselves. However, should the situation dictate otherwise, it can be configured remotely. The system is permission based where only specific people have access to relevant functions on the app or dashboard.
By tailoring the app for the specific elements of each facility, the manager can activate relevant fields and modify content for their own facility. For example, the system can be configured to include a specific number of generators for the facility with specific names as determined by the facility themselves. Thus, the need for generic references is avoided.
The system allows the manager to create users with specific permissions. The system would then configure the mobile application in such a way as to only present the relevant reporting classes to the user. For example, a maintenance technician would only see items relevant to Infrastructure and not be able to report on Infection Outbreaks or similar items. By configuring the mobile application to each user, the system remains uncluttered.
The system works in much the same way as instant messaging services. Provision has been made for the reporting of both adverse and routine events. Adverse events can be reported at any time and would notify the facility manager that something has happened. Together with the event notification, the reporter needs to include what they have done to mitigate the issue. Referring to the previous example, the technician can report that a generator has broken down but that they have alerted the mechanics. The facility manager can then action any further remedial action if required.
QodeReport alerts the user of any routine event that needs to be actioned, such as completing a routine task. Routine reporting does not notify the facility manager; however, the manager can view it the web dashboard to follow up on productivity. All communications are recorded within the system and can be analysed at a facility, district, province or even national level.
Special Mention - the Minister of Health, Dr Aaron Motsoaledi, endorsed he system for the use in healthcare facilities.
The use of information gathering systems, whether paper based or electronic, has resulted in large amounts of data being generated for evaluation. Manual data entry methods are inherently inaccurate and produces reactive intervention due to delayed system entry results instead of being proactive. Validated entry methods such as point-of-care data input applications on mobile devices improve the quality of information received, as well as the availability of timely, accurate information.
Large volumes of data can be difficult to analyse using spreadsheets and basic analysis methods. The introduction of new technologies such as Business Intelligence tools to design and process data cubes has allowed for a better understanding of what data contains. These systems aim to assist clients, enable rapid reporting on information required to direct efforts of stakeholders, and enable a holistic approach to management.
The reporting services and systems designed by QodeReport integrates with common software architectures available such as Microsoft PowerBI. The reporting portal is based on ASP.Net and runs on Microsoft reporting services which ensures a strong but cost-effective means of analysing and reporting on data. The system can also undertake routine reporting functions, thereby reducing the strain on project personnel to meet project reporting deadlines. The system also allows for more in-depth data analysis when required.
Special Mention - The data analysis and reporting tools, systems and insights have been the topic of a peer reviewed poster presentation at the 1st National Violence Conference held in 2016. The system has allowed, together with the systems combined with it, near real-time information to be made available for proactive interventions to happen.