HIS Evaluation Checklist V14 2439 4bc5c2439
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Health Information System (HIS) Evaluation Checklist p.1 of 39
Health Information System (HIS)
Evaluation Checklist
Name of camp
Health agency Section(s)
Health agency Section(s)
Health agency Section(s)
Evaluator(s)
Date(s)
Health Information System (HIS) Evaluation Checklist p.2 of 39
Table of contents
Introduction.................................................................................................................................. 3
Section 1: Qualitative Evaluation 5
Over-arching themes................................................................................................................... 6
HIS objectives.............................................................................................................................. 7
1. Rapidly detect and respond to public health problems and epidemics....................................................7
2. Monitor trends in public health status and continually address health-care priorities ..............................7
3. Evaluate the effectiveness of interventions and service coverage ..........................................................7
4. Ensure that resources are correctly targeted to areas and groups of greatest need...............................7
5. Evaluate the quality of health programmes.............................................................................................7
Section 2: Quantitative Evaluation 11
Over-arching themes................................................................................................................. 13
1. Population .............................................................................................................................. 7
2. Mortality.................................................................................................................................. 7
3. Morbidity................................................................................................................................. 7
Part I: Consultation and Diagnosis .......................................................................................................7
Part II: Outbreak Alert and Response...................................................................................................7
4. In Patient Department and Referrals.................................................................................... 7
5. Laboratory.............................................................................................................................. 7
6. Disease Control...................................................................................................................... 7
7. EPI and Vitamin A .................................................................................................................. 7
8. Nutrition.................................................................................................................................. 7
Part I: Supplementary Feeding Programme..........................................................................................7
Part II: Therapeutic Feeding Programme..............................................................................................7
9. Reproductive Health.............................................................................................................. 7
Part I: Antenatal Care...........................................................................................................................7
Part II: Delivery Care............................................................................................................................7
Part III: Postnatal Care.........................................................................................................................7
Part IV: Family Planning.......................................................................................................................7
10. HIV/AIDS ............................................................................................................................... 7
Annex 1: Interpretation of Results
Annex 2: Mortality Line List Template
Annex 3: Evaluation Report Template
Health Information System (HIS) Evaluation Checklist p.3 of 39
Introduction
This checklist is a simple tool designed to help UNHCR and its partners to evaluate the performance of their Health
Information System (HIS). It does this by offering a series of questions which need to be answered. The questions
are based on existing good practice and are designed to assist organisations to think through how their HIS is
working.
The ultimate goal is to raise the standard of public health data which is collected in HIS, to ensure that it is of high
quality and can be used as the basis for evidence-based decision making to improve the quality of public health
services.
While the primary intended audience is for those conducting in-depth external evaluations, the templates may also
be of use as a reference document to:
• Field-based health managers
• Field-based health workers
• Managers at Headquarters
References
CDC. Guidelines for Evaluating Surveillance Systems. MMWR 1988;37(No. S-5).
CDC. Updated Guidelines for Evaluating Public Health Surveillance Systems: Recommendations from the
Guidelines Working Group. MMWR 2001;50(No. RR-13).
European Commission’s Directorate-General for Humanitarian Aid. Monitoring Templates For Humanitarian
Organisations. DG ECHO: Brussels. 2008.
Health Information System. A Training Manual to Support Implementation in Refugee Operations. UNHCR: Geneva.
March 2007.
Managerial Accounting for Non-Governmental Organisations. Mango's Financial Management Health Check.
MANGO: London. July 2005.
Minimum Standards in Health Services. In Humanitarian Charter and Minimum Standards in Disaster Response (pp
249-312). The Sphere Project: Geneva. 2004.
UNHCR Health Facility Toolkit. Tools for Assessing, Monitoring and Evaluating the Quality of Public Health Services.
UNHCR: Geneva. 2008.
Health Information System (HIS) Evaluation Checklist p.4 of 39
Health Information System (HIS) Evaluation Checklist p.5 of 39
Section 1
Qualitative Evaluation
The following qualitative questions are classified as overarching themes (related to general aspects of
system performance) and system objectives (related to one or more of the five stated HIS objectives). They
should be used to guide discussions with HIS stakeholders at both camp and country level. Depending on
the type of user the questions could be asked in a workshop (lasting approximately one to two hours) and/or
through a series of one-to-one meetings.
Note: the MMWR Attribute associated with each question is indicated in [square brackets] at the end of each sentence. The list of
attributes includes: usefulness, simplicity, flexibility data quality, acceptability, sensitivity, predictive value positive, representativeness,
timeliness, stability.
Health Information System (HIS) Evaluation Checklist p.6 of 39
OVER-ARCHING THEMES
1) Do you think collecting HIS data is useful? If YES: why?
[usefulness]
2) Do you receive feedback on the data which you collect and report? IF YES: when, how and what
actions were taken as a result of this information?
[usefulness]
3) Is it easy to collect HIS data? Ask for an explanation for the answer.
[simplicity]
4) What are the most difficult parts of the system to implement and why?
[simplicity
5) Are there situations in which work is duplicated?
[simplicity]
6)
Draw a flow chart to illustrate how data is collected and reported in paper-based tools in OPD?
Indicate which members of staff are responsible, how much time is taken at each step, and the
frequency at which each step occurs.
[simplicity]
7) Does data collection and reporting take an acceptable amount of time? Are there more important
things you think you should be doing? IF YES: what?
[acceptability]
8) How is data entered into the computer, analyzed and disseminated? Indicate which members of
staff are responsible, how much time is taken at each step, and the frequency at which each step
occurs.
[simplicity]
9) Are there other health systems operating in parallel with the HIS? IF YES: how does this system
compare?
10) Which other stakeholders receive HIS data? (e.g. MoH, UN agencies). How often do you receive
reports? How do you use the data?
[simplicity]
11) Do you feel that staff have received enough training in HIS and related issues (such as changes in
national protocols?)
[simplicity]
12) Is staff retention a problem? What is the average turnover rate of staff? What is the average time a
staff member is in the same role?
[simplicity]
13) Do you have a system for quality assurance? IF YES: please describe.
[simplicity]
14) When mid-level supervisors come to the clinic do they ever request to see record books to review
data? How often do UNHCR staff members visit the health units (such as the Health Coordinator?)
[simplicity]
15) Describe any concerns you have concerning data accuracy.
[data quality]
16) Are there any internal data quality checks that you perform? IF YES: what are they and how often
do you perform them? What have you found from these checks?
[data quality]
17) Is the camp data ever compared to other camps? IF YES: when, how often, and how have you
used the results?
[data quality]
18) Is there an opportunity for self-evaluation and improving data collection?
[data quality]
19) Is there standardization of data collection and practices across all clinics, regardless of the camp
or organization which is using the system?
[data quality]
20) Identify and describe situations during which you were unable to operate HIS (for example, loss of
staff, stockouts of needed HIS forms, computer problems, lack of electricity during analysis
periods).
[stability]
21) Where is funding for HIS maintenance coming from?
[stability]
Health Information System (HIS) Evaluation Checklist p.7 of 39
SYSTEM OBJECTIVES
1. Rapidly detect and respond to public health problems and
epidemics
1) Does the HIS alert you to outbreaks or do you hear about these another way? Give an example
[sensitivity]
2) How have the responsible agencies reacted/responded to an issue of public health concern?
How quickly does a response occur?
[timeliness]
3) Give an example of an outbreak within the past year. Obtain the outbreak alert form and
determine how the index case was identified and what the response was. What personal
identifiers were used to track patients and to match lab results to a specific patient? Once a
case is identified, where does the outbreak form go and who keeps the information?
[sensitivity]
4) If an outbreak (or a disease with the possibility of lab confirmation) occurred within the past
year, calculate the number of suspected cases against the number of confirmed cases.
[predictive
value positive]
5) Do you think if an outbreak was to occur in the camp that people with illness would come to the
clinic? IF NOT, would you do anything? Is active surveillance ever done?
[sensitivity]
6) Can you give an example of supplemental data (demographic, behavioural, exposure to health-
related event) that would need to be gathered in the event of an outbreak or other public health
event of concern?
[simplicity]
7) If a new diagnostic tool is adapted for use in your camp, are you able to add that information to
HIS? IF YES: how?
[flexibility]
8) How reliable do you think the system is when it suggests there is a problem?
[predictive value
positive]
9) How reliable do you think the system is when it is not showing that there are any problems?
[predictive value positive]
10) How does the host government use HIS data?
[acceptability]
11) What is the desired vs. actual time required for the HIS system to collect and receive, manage
(including data entry and transfer) and disseminate data?
[stability]
2. Monitor trends in public health status and continually address
health-care priorities
1) Has the data from HIS allowed you to track disease trends in OPD? IF YES: what did you do
with that information, did your clinical practice change at all? IF YES: did you use the
information for any community campaign (e.g., vaccination, hygiene).
[usefulness]
2) Have you added something to the system? IF YES: please describe what was added and the
process used.
[flexibility]
3) Is there something else you would like to add? IF YES: what?
[flexibility]
4) How does the system respond to changing information, such as differences in case definitions
or new disease categories being added to the OPD tally sheet?
[flexibility]
Health Information System (HIS) Evaluation Checklist p.8 of 39
5) Do you feel that you can modify the HIS to better match the needs of your camp? IF YES: how
do you get that information to UNHCR?
[flexibility]
6) If a new diagnostic tool is adapted for use in your camp, do you add that information to HIS
data? IF YES: how?
[flexibility]
7) Does the host government use these HIS data for their own purposes?
[acceptability]
8) Have there been any artifactual changes? (For example: heightened awareness of an illness,
new tests or case definitions, new providers?) IF YES: how do they handle these changes?
[sensitivity]
9) How reliable do you think the system is when it suggests there is a problem?
[predictive value
positive]
10) How reliable do you think the system is when it is not showing that there are any problems?
[predictive value positive]
11) Is the HIS data representative of the health status of the camp? Might ask 10 CHWs what
diseases or health-related events they are hearing about and check to see if HIS reports reflect
these concerns.
[representativeness]
12) Do HIS indicators reflect expected trends in the population?
[representativeness]
3.
Evaluate the effectiveness of interventions and service coverage
1) Has the system been used to improve the health programme? If YES: give an example and
describe how actions / decisions taken based on the data.
[usefulness]
2) Has the data from HIS allowed you to track disease trends in OPD? IF YES: what did you do
with that information, did your clinical practice change at all? IF YES: did you use the
information for any community campaign (e.g., vaccination, hygiene)
[usefulness]
3) Have you added something to the system? IF YES: please describe what was added and the
process used.
[flexibility]
4) Is there something else you would like to add? IF YES: what?
[flexibility]
5) Do you feel that you can modify the HIS questions to better match the needs of your camp? IF
YES: how do you get that information to UNHCR?
[flexibility]
6) Is the system readily accepted by UNHCR staff? By UNHCR partners? By local staff? The
community? Do they feel engaged and understand the virtue of the system?
[acceptability]
7) What is the participation rate of HIS partners?
[acceptability]
8) Does the system alert you to public health issues or concerns within the health program? If yes,
give an example.
[sensitivity]
9) How reliable do you think the system is when it suggests there is a problem?
[predictive value
positive]
10) How reliable do you think the system is when it is not showing that there are any problems?
[predictive value positive]
11) Is the HIS data representative of the health status of the camp? Might ask 10 CHWs what
diseases or health-related events they are hearing about and check to see if HIS reports reflect
these concerns.
[representativeness]
12) Is information available to initiate control efforts, prevent of continued exposure, and assist
program planning?
[timeliness]
Health Information System (HIS) Evaluation Checklist p.9 of 39
4.
Ensure that resources are correctly targeted to areas and groups of
greatest need
1) Does the host government use these HIS data for their own purposes?
[acceptability]
2) Are there any public health concerns which did not show up in the HIS?
[sensitivity]
3) Are there groups or programs that the system does not cover? For example: are there socio-
cultural or political barriers that limit access to health care facilities or providers? IF YES, ask 10
CHWs, what percentage of the total camp population do you think that represents?
[representativeness]
4) What is the desired vs. actual time required for the HIS system to collect and receive, manage
(including data entry and transfer) and disseminate data?
[stability]
5.
Evaluate the quality of health programmes
1) Are there regular meetings with users to strengthen practices, discuss progress and solicit
feedback? Who conducts these and how often?
[flexibility]
Health Information System (HIS) Evaluation Checklist p.10 of 39
Health Information System (HIS) Evaluation Checklist p.11 of 39
Section 2
Quantitative Evaluation
The following quantitative questions are to be completed through observations and discussions with
frontline staff working in health facilities. Guidance notes to accompany questions are written in blue.
The checklist provides the option of rating the extent to which their HIS is meeting the requirements of each
statement. Discuss each statement with the relevant members of health staff and record whether it is
“always true”, “mostly true”, “sometimes true” or “never true”.
The responses are explained and given a score as follows:
Response Explanation Score
Always true
Mostly true
Sometimes true
Never true
True 100% of the time
True more than 75% of the time
True between 25% and 75% of the time
True less than 25% of the time
5
4
1
0
Enter your score for each statement in the box provided on the checklist. Then add up your scores for each
section. By comparing your scores to the Interpreting Your Score table (see Annex 1) you will be able to
determine how well the HIS is performing.
Note: the gap between Mostly True (4) and Sometimes True (1) is to emphasise the need to be very highly consistent in meeting the
demands of the HIS. If you are only delivering an aspect 75% of the time, then it is not good enough. Organisations should be aiming
for 100%. The score of 4 for over 75% recognises that not everything works perfectly all the time. Slippage below this figure is not good
practice and is marked down as a consequence.
Health Information System (HIS) Evaluation Checklist p.12 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
OVER-ARCHING THEMES
A. File management
At country-level
(fill once per country)
1. A stockpile of toolkit items is kept by the designated HIS coordinating agency and made available
to camps when needed.
At camp-level
2. A stockpile of toolkit items is stored in a central location by agencies and made available to
camps and frontline staff when needed.
3. Agencies understand how and where to order replacement materials from when needed.
4. Original paper-based data collection and reporting forms are filed and stored neatly at camp-level
at the end of each week.
5. Original paper-based reporting forms are submitted on time to the agency office for data entry
into Excel.
B. Database management
At country-level
(fill once per country)
6. A designated focal person is responsible for entering the paper-based report forms into the Excel
sheet in the computer. The frequency will be weekly or monthly depending on the content.
7. The HIS focal point regularly reviews reports after import for missing data, and systematically
check paper-based toolkit items to replace with correct values.
8. The HIS focal point regularly reviews reports after import for broken validation rules, and
systematically checks paper-based toolkit items to replace with correct values.
9. The HIS focal point regularly shares copies of the database in a timely manner with UNHCR Headquarters
each month.
At camp-level
10.
A designated focal person is responsible for entering the paper-based report forms into the Excel sheet in
the computer.
11. The HIS focal point regularly reviews reports after import for missing data, and systematically check paper-
based toolkit items to replace with correct values.
Score
Score
Ask to see the stockpile. Estimate how long current supplies will last.
Document whether any requests have been made for extra items and the time taken for materials to be
delivered to the camp.
Verify with staff that the last 4 reports were received on time. [Note: The frequency with which paper reports are
submitted from the camp to the office will vary depending on whether or not the agency has adopted weekly or monthly
reporting. Timeliness is defined as < 15
th
of next reporting month; or < 2 days of end of reporting week].
Ask to see the stockpile. Estimate how long current supplies will last.
Ask to see where completed toolkit items are stored in each health facility.
Identify the name of the focal point and frequency at which Excel sheets are imported into the database.
Review the database for missing data. Ask the HIS focal point if s/he understands how to identify and correct these values
in the database, and whether it occurs regularly each month.
Review the database for broken validation rules. Ask the HIS focal point if s/he understands how to identify and correct
these rules in the database, and whether it occurs regularly each month.
Ask the focal point whether regular backups are sent each month. Document any months when data was unable to be sent
or when it was submitted after the 15
th
of the following reporting month.
Score
Document the name of the focal point and frequency at which Excel sheets are imported into the database. The
frequency will be weekly or monthly depending on the context.
Review the database for missing data. Ask the HIS focal point if s/he understands how to identify and correct these values
in the database, and whether it occurs regularly each month.
Health Information System (HIS) Evaluation Checklist p.13 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
12. The HIS focal point regularly reviews reports after import for broken validation rules, and systematically
checks paper-based toolkit items to replace with correct values.
13. Agencies regularly share monthly reports with the coordinating HIS agency at country level. The format will
be as zipped database reports (xml) or Excel files (xls) depending on the content.
Review the database for broken validation rules. Ask the HIS focal point if s/he understands how to identify and correct
these rules in the database, and whether it occurs regularly each month.
Ask the focal point whether regular HIS reports (in xls or xml) are sent to the HIS coordinating agency each month.
Document any months when data was unable to be sent or when it was submitted after the 15
th
of the following reporting
month.
Health Information System (HIS) Evaluation Checklist p.14 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
TECHNICAL SECTIONS
1. Population
1) A consistent source is used to provide population data to the HIS.
Population source:
2) An accurate source is used to provide population data to the HIS.
Source Population figure
(enter total population
reported last month)
Comment
1.
2.
3.
4.
3) There is timely reporting of population data into the HIS each month.
2. Mortality
General Observations
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use
Tools
:
Present?
(circle one)
Other: Present?
(circle one)
Mortality Register Yes / No Weekly/Monthly Report Yes / No
Case Definitions Yes / No
Data Collection
4) Entries in the Mortality register are legible.
5) Entries in the Mortality register are complete.
S
core
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Ask at least 4 members of staff to identify the correct day and reporting week.
Verify staff know where it is located and that it is easily referenced.
Review 4 pages at random from at least 2 different register books.
Ask the agency Health Coordinator which data source is used to report HIS population figures each month. Enter in
the space below. Confirm this has been used consistently for at least the last 4 months.
Ask if at any time over the previous 4 months HIS population data was not available before the 15
th
of the following
reporting month. Document any reasons.
Compare the population figure used in the last monthly HIS report with the figures available from other population
sources (e.g. community, UNHCR registration, WFP, government). Enter in the table below and comment on reasons
for any differences
observed.
Review 4 pages at random from at least 2 different register books.
Score
Health Information System (HIS) Evaluation Checklist p.15 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
6) All deaths in the camp are entered into a single Mortality Register.
7) The number of deaths recorded in the HIS database is consistent with the number reported from
other mortality sources in the camp.
Prepare a line list of all deaths that occurred in the previous 4 months in the camp. Refer to all possible sources of death
information when preparing this list (including IPD, SFP, TFP registers, shroud distribution list, burial records, community
informants, referral hospitals). Record the name, location, date of death, age, sex, cause and data source of each death
(see Annex 2). Compare with the number of deaths reported in the HIS database over the same time period and score
performance above. Document the reasons for any discrepancies.
Total number of deaths HIS database Line listing
(from all available data sources)
Month 1
Month 2
Month 3
Month 4
Data Reporting
8) The cause of death is correctly classified according to HIS guidelines.
Cause of death Classified
correctly
(Y/N) Comment
1.
2.
3.
4.
5.
6.
7.
8.
9) Death certificates/notifications are issued by the camp medical officer.
10) A Weekly Mortality report is available from previous reporting weeks.
11) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
Check the last 8 deaths recorded in the register and verify whether HIS guidance is followed.
Score
Verify with staff that all camp deaths are entered into a central Mortality Register. This should include deaths which occur
in the community, health facilities, and referral hospitals. List other sources of death which are used to complete the
Mortality register in the space provided below.
Ask to see the previous 4 weekly reports.
Verify in the previous 4 weekly reports.
Request to see hard copies of the forms that are used if available.
Health Information System (HIS) Evaluation Checklist p.16 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
12) Staff are using the user-defined surveillance priorities for mortality consistently each week.
Enter the user-defined fields used over the previous 3 weeks in the table below. Write in the order they appear in the
reports and compare to see if the fields were used consistently from week to week. Score performance above. Document
how staff decided on which categories to include and reasons for any observed inconsistencies.
S/N Week # 1 Week # 2 Week # 3
12.
13.
14.
15.
16.
17.
Health Information System (HIS) Evaluation Checklist p.17 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
3. Morbidity
Part I: Consultation and Diagnosis
General Observations
Draw a flow chart to illustrate how morbidity data is collected and reported using paper-based forms in
the outpatient department. Indicate which members of staff are responsible, how much time is taken at
each step, and the frequency at which each step occurs.
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use.
Tools:
Present?
(circle one)
Other: Present?
(circle one)
OPD Tally Sheet Yes / No Weekly/Monthly Report Yes / No
OPD Register Yes / No Case Definitions Yes / No
Outbreak Alert Forms Yes / No
4) Staff have case definitions and apply them for each disease under surveillance.
5) There are sufficient materials for the clinical officer to work with
.
Data Collection
6) The Header section of the tally sheet is completed correctly with the name of the clinical officer
and dates of the report
ing week
7) Staff can correctly define the guidelines for ‘New’ and ‘Revisits’.
8) Staff correctly report ‘New’ cases only in the disease section and not ‘Revisits’.
9) Staff correctly report patients who present with multiple diagnoses.
Score
Ask at least 4 members of staff the following questions:
a) “A person was seen 5 days ago for URTI and came back today with the same symptoms. Would you record this a
new visit or a revisit?” [ANSWER: would be a “revisit” per Annex 2 of HIS Case Definitions].
b) “A person was seen with scabies 6 weeks ago and returns today with the same symptoms. Would that be a new
visit or a revisit?” [ANSWER:
“new visit” per
Annex
2
of HIS Case Definitions
]
.
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Verify staff know where it is located and that it is easily referenced.
Ask at least 4 members of staff to identify the correct day and reporting week.
Check at least 8 tally sheets at random.
Observe at least 4 outpatient consultations. Verify that clinical officers refer to case definitions prior to recording each
diagnosis. Confirm that staff have a hardcopy of the case definitions available in the consultation room.
Verify that staff have at least one functional thermometer, scale and height board in each consultation room.
Ask at least 4 members of staff the following question:
“If a person visits as a new case of malaria plus has follow-up treatment for a known case of skin disease how would
this be recorded? [ANSWER: record “new visit” in consultation section, ONLY record “malaria” in diagnosis section.
Skin disease not recorded again as a revisit. Note the new visit takes precedence over the revisit.
Ask at least 4 members of staff the following question:
“If a person visits as a new case of measles and a new case of acute malnutrition how would this be recorded?
[ANSWER: record “new visit” in consultation section, record BOTH “measles” AND “acute malnutrition” in the
diagnosis section.
Health Information System (HIS) Evaluation Checklist p.18 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
10) Staff correctly record STIs on both the front and the back of the tally sheet.
11) Tally sheets closed at the end of each week, and all tallies converted into numbers in the corner
boxes in each square.
12) The numbers in the corner boxes are consistent with the number of tallies in each square.
13) Staff perform ‘zero reporting’ of disease when no cases are seen.
14) Entries in the OPD register are legible.
15) Entries in the OPD register are complete.
16) The diagnoses recorded in the OPD register are written in accordance with the case definitions
that are being used in the country.
Review 16 entries at random in the OPD register. For each entry, compare the signs and symptoms with the diagnosis
recorded and assess whether or not the case definition has been met. Document reasons for any differences and score
performance above.
[Note: do NOT exclusively check only for specific diagnoses or age groups. Try to ensure that these records reflect a cross-
section of sex and age groups as well as a range of common pathologies].
Data Reporting
17) A Weekly Morbidity report is available from previous reporting weeks.
18) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
19) Staff are using the user-defined surveillance priorities for morbidity consistently each week.
Enter the user-defined fields used over the previous 3 weeks in the table below. Write in the order they appear in the
reports and compare to see if the fields were used consistently from week to week. Score performance above.
Document how staff decided on which categories to include and reasons for any observed inconsistencies.
S/N Week # 1 Week # 2 Week # 3
22.
23.
24.
25.
26.
Score
Verify in the previous 4 weekly reports.
Ask to see the previous 4 weekly reports.
Check at least 16 corner boxes at random in at least 2 different tally sheets.
Check 4 pages at random in at least 2 different OPD registers.
Check at least 4 tally sheets at random.
Check 4 pages at random in at least 2 different OPD registers.
Check at least 4 tally sheets at random.
Check at least 4 tally sheets at random.
Score
Health Information System (HIS) Evaluation Checklist p.19 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
20) The numbers entered in the Weekly Morbidity Reports are consistent with those recorded in the daily
tally sheets.
Count the number of cases of malaria, LRTI and bloody diarrhoea recorded in the daily tally sheets and compare with the
number entered in the previous 3 weekly reports. Enter the figures into the following table and then score performance above
.
Week 1
Number of cases reported
Disease Weekly Report Daily Tally Sheet(s)
# 1. Malaria (confirmed)
# 2. LRTI
# 3. Bloody diarrhoea
Week 2
Number of cases reported
Disease Weekly Report Daily Tally Sheet(s)
# 1. Malaria (confirmed)
# 2. LRTI
# 3. Bloody diarrhoea
Week 3
Number of cases reported
Disease Weekly Report Daily Tally Sheet(s)
# 1. Malaria (confirmed)
# 2. LRTI
# 3. Bloody diarrhoea
Score
Health Information System (HIS) Evaluation Checklist p.20 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
Part II: Outbreak Alert and Response
Data Collection
21) Staff are aware of the diseases under surveillance which have outbreak potential.
22) Staff understand the associated alert thresholds and know where to reference them.
23) Staff know what to do in the event an alert threshold is exceeded.
Data Reporting
24) An outbreak alert form is filled and submitted for each alert threshold which is exceeded.
25) An outbreak investigation is conducted into every suspected outbreak within 48 hours of
notification.
26) A communications system has been established to ensure rapid notification of relevant health
authorities.
Score
Ask staff to list the 7 diseases of outbreak potential in the HIS. Observe to see if any weekly data are displayed in
visual forms (e.g., such as a coloured wall chart indicating the number of cases per week) in the clinical area. Ask
which person is responsible for monitoring changes in data that may signify a rise in cases at the end of each week.
Review the last 4 weekly forms to see if any of the alert thresholds were exceeded.
Identify the person responsible for investigating a potential outbreak and ask if the previous outbreak was reported
within 48 hours.
Ask staff to describe the system which is in place and document the means by which notification will be sent (e.g.
radio, telephone), who it will be sent to (e.g. UNHCR, MoH) and at what level (e.g. District, National).
Ask staff the following questions:
a) “Where can the alert thresholds be found in the HIS?” [ANSWER: on the reverse of the tally sheets, on the reverse
of the weekly report forms; in the case definitions].
b) “What is the alert threshold for measles?” [ANSWER: 1 case].
c) “What is the alert threshold for malaria?” [ANSWER: 1.5 times the baseline (= average no. of cases calculated over
the previous 3 weeks)].
Ask staff the following question:
“What actions should be taken when the threshold is exceeded? [ANSWER: Report to the clinic supervisor and
complete an outbreak alert form indicating the cause, signs and symptoms, and a line listing of cases (where
appropriate)]
Health Information System (HIS) Evaluation Checklist p.21 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
4. In Patient Department and Referrals
General Observations
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Other: Present?
(circle one)
IPD Register Yes / No Weekly/Monthly Report Yes / No
Data Collection
4) Entries in the IPD register are legible.
5) Entries in the IPD register are complete.
6) All IPD patient registers are kept confidential.
7) Staff are able to correctly collect and report length of stay data in IPD.
Length of stay (days)
Date of Admission Date of Exit Reported Correct
1.
2.
3.
4.
Data Reporting
8) A Weekly IPD and Referral report is available for review from previous reporting weeks.
9) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
10) The opening balance of patients is always the same as the closing balance of the previous week.
11) Staff are using the user-defined surveillance priorities for IPD consistently.
Score
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Ask at least 4 members of staff to identify the correct day and reporting week.
Review 4 pages at random from at least 2 different register books.
Ask to see the previous 4 weekly reports.
Verify staff know where it is located and that it is easily referenced.
Verify in the previous 4 weekly reports.
Review the last 4 register entries which resulted in discharge. Enter date of admission, date of exit and length of stay in
the following table and then score performance above.
Request to see where they are stored. Confirm who has access to the registers and the keys.
Enter the user-defined fields used over the previous 3 weeks in the table below. Write in the order they appear in the reports
compare to see if the fields were used consistently from week to week. Score performance above. Document how staff
decided on which categories to include and reasons for any observed inconsistencies.
Verify in the previous 4 weekly reports.
Review 4 pages at random from at least 2 different register books.
Health Information System (HIS) Evaluation Checklist p.22 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
12) The numbers entered in the Weekly IPD and Referral Reports are consistent with those recorded
in the daily register.
Week 1
Number of admissions
Disease Weekly Report Daily Register
# 1.
# 2.
# 3.
Week 2
Number of admissions
Disease Weekly Report Daily Register
# 1.
# 2.
# 3.
Week 3
Number of admissions
Disease Weekly Report Daily Register
# 1.
# 2.
# 3.
13) Length of stay is reported only for authorised discharges.
S/N Week # 1 Week # 2 Week # 3
10.
11.
12.
Select the 3 most commonly reported reasons for IPD admission from the previous weekly report. Count the number
recorded in the IPD register and score performance above.
Review all exits (for any reason) from the IPD register over the past month and observe whether length of stay is reported
for only authorised discharges in the weekly reports.
Health Information System (HIS) Evaluation Checklist p.23 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
5. Laboratory
General Observations
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use.
Tools:
Present?
(circle one)
Other: Present?
(circle one)
Laboratory Register Yes / No Weekly/Monthly Report Yes / No
Data Collection
4) A printed laboratory register is provided for recording of routine laboratory investigations and
results.
5) Entries in the laboratory register are legible.
6) Entries in the laboratory register are complete.
Data Reporting
7) A Weekly Laboratory report is available from previous reporting weeks.
8) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
9) The numbers entered in the previous Weekly Laboratory Report are consistent with those
recorded in the daily register.
Count the number of positive test results in the laboratory registers over the previous week and compare with the number in
the Weekly Laboratory report. Enter the figures into the following table and score performance above
Number reported
Weekly Report Laboratory Register
No. of smears positive for AFB
No. of new smear positive patients
No. of malaria slides positive
No. of malaria RDTs positive
10) The numbers of confirmed positive cases reported in the Laboratory section are consistent with
the number reported in other relevant sections of the HIS.
Count the number of positive test results in the laboratory registers over the previous 3 weeks and compare with the
number in other relevant sections of the HIS as indicated. Enter the figures into the following table and score performance
above. Comment on the reason for any differences.
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Ask at least 4 members of staff to identify the correct day and reporting week.
Verify staff know where it is located and that it is easily referenced.
Ask to see the previous 4 weekly reports.
Verify in the previous 4 weekly reports.
Review 4 pages at random from at least 2 different register books.
Review 4 pages at random from at least 2 different register books.
Document who provided the registers (e.g. MoH, health agency).
Health Information System (HIS) Evaluation Checklist p.24 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
New smear-positive TB cases No. reported in
laboratory report
No. of reported new
admissions in TB program
Week 1
Week 2
Week 3
New confirmed malaria cases
No. reported in
laboratory report
(slide positive plus RDT positive)
No. reported in
morbidity report
Week 1
Week 2
Week 3
Health Information System (HIS) Evaluation Checklist p.25 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
6. Disease Control
General Observations
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use.
Tally Sheets
:
Present?
(circle one)
Other: Present?
(circle one)
TB Register Yes / No Weekly/Monthly Report Yes / No
Leprosy Register Yes / No
Data Collection
4) Printed TB and Leprosy cohort registers are provided to record and follow-up patients.
5) Entries in the TB and Leprosy registers are legible.
6) Entries in the TB and Leprosy registers are complete.
Data Reporting
7) A Weekly Disease Control report is available from previous reporting weeks.
8) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
9) The opening balance of patients is always the same as the closing balance of the previous week.
10) Staff routinely record defaulters in the register if they do not attend within a pre-defined number of
days from the appointment date.
11) The numbers entered in the previous monthly TB Report are consistent with those recorded in
the daily TB register.
Count the number of discharges recorded in the TB registers over the previous month and compare with the number in the
HIS database. Enter the figures into the following table and score performance above
Number of exits reported
Reason HIS database TB Register
Treatment success
Treatment failure
Death
Default
Referral
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Ask at least 4 members of staff to identify the correct day and reporting week.
Verify staff know where it is located and that it is easily referenced.
Ask to see the previous 4 weekly reports.
Review 4 pages at random from at least 2 different register books.
Confirm the definition of defaulter with staff. Observe reporting practices for previous one month of data to verify whether
or not defaulters are accurately identified and reported
.
Check the previous 4 weekly reports.
Verify in the previous 4 weekly reports.
Review 4 pages at random from at least 2 different register books.
Document who provided the registers (e.g. MoH, health agency).
Health Information System (HIS) Evaluation Checklist p.26 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
7. EPI and Vitamin A
General Observations
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Other: Present?
(circle one)
EPI Vaccination Tally Sheets Yes / No Weekly/Monthly Report Yes / No
Vitamin A Tally Sheets Yes / No Road to Health card Yes / No
Tetanus Toxoid Tally Sheets Yes / No Under 5 Register Yes / No
Growth Monitoring Tally
Sheets Yes / No
Data Collection
4) The Header section of each tally sheet is completed correctly with the name of the health unit and
dates of the reporting week.
5) Staff are aware of the national EPI schedule and when vaccinations are due.
6) The age of children is calculated accurately in months.
7) All children receive the correct vaccination according to their age and according to the national
EPI schedule.
8) Staff use the Under 5 register to routinely trace defaulters if they do not attend within a pre-
defined number of days from the due vaccination date.
9) At the time of measles vaccination staff use a Road-to-Health card to verify that the EPI schedule
is complete and to classify that a child is ‘fully vaccinated’.
10) Tally sheets are closed at the end of the week and tallies converted into numbers in the corner
boxes in each square.
11) The numbers in the corner boxes are consistent with the number of tallies in each square.
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Ask at least 4 members of staff to identify the correct day and reporting week.
Verify staff know where it is located and that it is easily referenced.
Check at least 8 tally sheets at random.
Observe at least 4 children being vaccinated. Are staff able to determine age in months correctly based on date-of-
birth information? [NOTE: at the time a child reaches exactly 12 months of age then s/he should be recorded in the
≥1<5 year age category]
Ask at least 4 members of staff the following questions:
a) “How many doses of DPT should a child receive and at what ages?” [ANSWER: 3 doses at 6, 10, 14 weeks]
b) “When should a child receive routine Vitamin A supplementation and at what ages” [ANSWER: every 6 months until
5 years of age, 6-11 months 100,000 IU; 12-59 months 200,000 IU]
[NOTE: also refer to National EPI guidelines as schedules may vary from country to country]
Observe at least 4 children being vaccinated. Check staff are using the Road-to-Health card to determine which
vacc
ines have been received and which are due.
Confirm the definition of defaulter with staff. Observe reporting practices for previous one month of data to verify whether
or not defaulters are accurately identified and traced.
.
Observe at least 4 children being vaccinated.
Check at least 4 tally sheets at random.
Check at least 8 corner boxes at random in at least 2 different tally sheets.
Health Information System (HIS) Evaluation Checklist p.27 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
Data Reporting
12) A Weekly EPI and Vitamin A report is available from previous reporting weeks.
13) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
14) The numbers entered in the previous Weekly EPI and Vitamin A report are consistent with those
recorded in the daily tally sheets.
Review the following figures recorded during the previous reporting week. Compare the number entered in the Weekly EPI
and Vitamin A report with the entries in the daily Tally Sheets. Enter into the table and then score performance above.
Number of Doses Administered
Weekly Report Daily Tally Sheet(s)
BCG
Polio III
Measles
Dose 1 Vitamin A
TT2 (Pregnant)
15) The number of doses supplied is entered from cold chain / vaccine stock records into the EPI
report each week.
Doses supplied Doses administered
BCG
DPT
(all doses)
Polio
(all doses)
Measles
16) Staff understand the importance of accounting for any DPT or Polio vials that are returned to the
fridge.
Verify in the previous 4 weekly reports.
Ask to see the previous 4 weekly reports.
Review the number of doses of each vaccine that were supplied to the clinic the previous reporting week. [NOTE: ensure
that number of doses is reported (not vials)]. Compare with the total number of doses administered. Document the
reasons for any major differences.
Ask at least 4 members of staff. [NOTE: opened vials of DPT and Polio can be returned to the fridge for up to 4 weeks
and used in future vaccination sessions. Any doses which are salvaged and returned to the fridge in this way should be
accounted for in the weekly reports and not recorded as having been ‘supplied’].
Health Information System (HIS) Evaluation Checklist p.28 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
8. Nutrition
Part I: Supplementary Feeding Programme
General Observations
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Guidelines: Present?
(circle one)
Moderate Malnutrition Register Yes / No Weekly/Monthly Report Yes / No
Pregnant Register Yes / No Standard Indicators Guide Yes / No
Lactating Register Yes / No Case Definitions Yes / No
Medical Register Yes / No
4) Weight-for-height (WFH) reference tables are available in all nutrition centres.
Tables: UNISEX or Sex-specific
(circle one)
Reference: WFH % median or WFH Z-score
(circle one)
5) A nutrition protocol is available to define criteria for admission and discharge in SFP.
Admission criteria:
Discharge criteria:
Data Collection
6) Entries in the SFP registers are legible.
7) Entries in the SFP registers are complete.
Score
Compare with the HIS contents list below. Document any missing tools and the reasons why they are not available.
Ask at least 4 members of staff to identify the correct day and reporting week.
Verify staff know where it is located and that it is easily referenced.
Verify staff know where they are located and that they are easily referenced. Identify if the tables are UNISEX or sex-
specific and the reference source used in the table below.
Verify staff know where it is located and that it is easily referenced. Ensure it includes criteria for all types of
beneficiaries which are eligible for admission to SFP (e.g. moderately malnourished, pregnant, lactating and medical).
Write down the admission and discharge criteria for moderately malnourished children below.
Review 2 pages at random from each of the 4 different SFP registers: moderate malnutrition, pregnant, lactating, and
medical.
Review 2 pages at random from each of the 4 different SFP registers: moderate malnutrition, pregnant, lactating, and
medical.
Health Information System (HIS) Evaluation Checklist p.29 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
8) Staff are able to correctly admit children to SFP based on WFH measurements which meet
admission criteria in the nutrition protocol.
Review the last 4 admissions in the SFP moderate malnutrition register. Enter sex, weight, height/length, WFH on
admission in the following table and then score performance above. For each child, ask staff to demonstrate how they
calculated the WFH values.
Sex
(M/F)
Weight
(kg)
Height/Length
(cm)
WFH on
admission
(ZS or % median)
Admission
criteria met?
(Y/N)
1.
2.
3.
4.
9) Staff are able to correctly discharge children to SFP based on WFH measurements which meet
discharge criteria in the nutrition protocol.
Review the last 4 entries which resulted in discharge cured. Enter date of admission, date of exit, whether discharge criteria
were met and length of stay in the following table and then score performance above. For each child, ask staff to demonstrate
how they calculated the WFH values.
Length of stay (days)
Date of Admission Date of Exit WFH on
discharge
(ZS or % median)
Discharge
criteria met?
(Y/N) Reported Correct
1.
2.
3.
4.
10) Staff are able to correctly collect and report length of stay data in SFP.
11) Staff understand how to record and classify children who exceed a length of stay of 12 weeks.
Total length of stay
to date (weeks)
Recorded correctly as
non-cured?
(Y/N) Comment
1.
2.
3.
4.
Score performance based on a comparison of reported and correct lengths of stay in the table above. [NOTE: Length of
stay is inclusive of week of admission and week of discharge].
Review the last 4 entries which required 12 weeks or more of admission to SFP. [NOTE: after 12 weeks admission
children should be classified as “non-cured” in the register, and returned as a new admission in the next available row.
They will therefore appear as “non-cured” in the weekly report. They should continue to be monitored in SFP until they
reach discharge criteria].
Score
Health Information System (HIS) Evaluation Checklist p.30 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
12) Date of attendance is correctly recorded against gestational age in the Pregnancy register.
13) Date of attendance correctly recorded against number of weeks post-delivery in the Lactating
register.
14) Adequate precautions are taken to protect data and guarantee the rights and safety of individuals
who are admitted to SFP due to HIV/AIDS.
Data Reporting
15) A Weekly Nutrition report is available from previous reporting weeks.
16) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
17) The opening balance of patients is always the same as the closing balance of the previous week.
18) Sum length of stay is correctly reported for refugee children under five, who are authorised
discharges.
19) Staff are using the user-defined surveillance priorities for SFP consistently.
Enter the user-defined fields used over the previous 3 weeks in the table below. Write in the order they appear in the
reports compare to see if the fields were used consistently from week to week. Score performance above. Document how
staff decided on which categories to include and reasons for any observed inconsistencies.
S/N Week # 1 Week # 2 Week # 3
2.
3.
4.
20) Staff routinely record defaulters in the register if they do not attend within a pre-defined number
of days from the appointment date.
Score
Verify in the previous 4 weekly reports.
Ask to see the previous 4 weekly reports.
Verify in 4 pages at random from at least 2 different register books. [NOTE: the date of 1
st
visit should be registered
according to gestational age. Subsequent visits should be recorded by advancing week of gestation until the time of
delivery].
Verify in the previous 4 weekly reports.
Compare the sum length of stay in the most recent weekly report with the data entered in the SFP moderate
malnutrition register. [NOTE: Sum length of stay should be reported as the sum number of weeks of admission for
under 5 refugee children who were authorised discharges only].
Verify for the last 5 admissions due to HIV/AIDS in the SFP Medical Register. [NOTE: ensure that no name and
address information is recorded and unique identifiers are used to protect individual confidentiality].
Verify in 4 pages at random from at least 2 different register books. [NOTE: The date of 1
st
visit should be registered
according to the number of weeks post delivery. Subsequent visits should be recorded by week of the post-delivery
period until the time of discharge].
Confirm the definition of defaulter with staff. Observe reporting practices for previous one month of data to verify
whether or not defaulters are accurately identified and reported.
Health Information System (HIS) Evaluation Checklist p.31 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
Part II: Therapeutic Feeding Programme
General Observations
21) The HIS calendar is present and visible in the health department.
22) Staff can correctly identify the current day and reporting week in the calendar.
23) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Guidelines: Present?
(circle one)
Severe Malnutrition Register Yes / No Weekly/Monthly Report Yes / No
Medical Register Yes / No Standard Indicators Guide Yes / No
TFP Patient Form Yes / No Case Definitions Yes / No
24) Weight-for-height (WFH) reference tables are available in all nutrition centres.
Tables: UNISEX or Sex-specific
(circle one)
Reference: WFH % median or WFH Z-score
(circle one)
25) A nutrition protocol is available to define criteria for admission and discharge in TFP.
Admission criteria:
Discharge criteria:
Data Collection
26) Entries in the TFP registers are legible complete.
27) Entries in the TFP registers are complete.
28) Staff are able to correctly admit children to TFP based on WFH measurements which meet
admission criteria in the nutrition protocol.
Review the last 4 admissions in the TFP severe malnutrition register. Enter sex, weight, height/length, WFH on admission
and target WFH in the following table and then score performance above. [Note: Target weight on admission refers to
marasmus and marasmic kwashiorkor cases only. Weight for Height measurements cannot be accurately interpreted on
admission for Kwashiorkor cases].
Score
Verify staff know where it is located and that it is easily referenced.
Ask at least 4 members of staff to identify the correct day and reporting week.
Review 4 pages at random from each of the 2 different TFP registers: severe malnutrition and medical.
Compare with the HIS contents list below. Document any missing tools and the reasons why they are not available.
Verify staff know where they are located and that they are easily referenced. Identify if the tables are UNISEX or sex-
specific and the reference source used in the table below.
Verify staff know where it is located and that it is easily referenced. Ensure it includes criteria for all types of beneficiaries
which are eligible for admission to TFP (e.g. severely malnourished and medical). Write down the admission and
discharge criteria for moderately malnourished children below.
Review 4 pages at random from each of the 2 different TFP registers: severe malnutrition and medical.
Health Information System (HIS) Evaluation Checklist p.32 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
Target Weight (kg)
Sex
(M/F)
Weight
(kg) Height/Length
(cm)
WFH on
admission
(ZS or % median)
Admission
criteria met?
(Y/N)
Reported Correct
1.
2.
3.
4.
29) Staff are able to correctly calculate and report target weight in TFP.
30) TFP Patient record forms are available and updated daily alongside each entry in the Severe
Malnutrition Register.
31) Staff are able to correctly discharge children to TFP based on WFH measurements which meet
discharge criteria in the nutrition protocol.
Review the last 4 entries which resulted in discharge cured to SFP. Enter date of admission, date of exit, whether discharge
criteria were met and length of stay in the following table and then score performance above.
Length of stay (days)
Date of Admission Date of Exit WFH on
discharge
(ZS or % median)
Discharge
criteria met?
(Y/N) Reported Correct
1.
2.
3.
4.
32) Staff are able to correctly collect and report length of stay data in TFP.
33) Staff are able to correctly collect and report average weight gain in TFP.
Review the average weight gain calculation for same 4 entries which were discharged cured above. Enter lowest recorded
weight, discharge weight, length of stay and average weight gain in the following table and score performance above.
[NOTE: Average Weight gain: (weight on exit – the lowest recorded weight (g)) divided by lowest weight recorded (kg). Then
divide by the total number of days between the exit and the lowest weight recorded].
Average weight gain (g/kg/day)
Lowest Recorded
weight (kg) Discharge weight
(kg)
No. days between
discharge and
lowest recorded
weight
Reported Correct
1.
2.
3.
4.
34) Staff understand how to record and classify children who exceed a length of stay of 31 days.
Verify patient record forms are available for 8 randomly selected admissions in the severe malnutrition register. [NOTE:
alternatives to the HIS TFP Patient Form may be in use. These are acceptable but ensure that basic information on weight
gain and clinical progress continues to be recorded and updated each day].
Score performance based on the results in the table above.
Review the last 4 entries which required 30 days or more of admission to TFP. [NOTE: after 31 days admission children
should be moved to the next available row of the register and continue to be monitored in TFP until discharge criteria
are met].
Score performance based on a comparison of reported and correct lengths of stay calculated in the table above. [NOTE:
Length of stay is inclusive of day of admission and day of discharge].
Health Information System (HIS) Evaluation Checklist p.33 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
Data Reporting
35) A Weekly Nutrition report is available from previous reporting weeks
36) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
37) The opening balance of patients is always the same as the closing balance of the previous week.
38) Sum length of stay is correctly reported for refugee children under five, who are authorised
discharges.
39) Sum average weight gain is correctly reported for refugee children under five, who are authorised
discharges.
40) Staff routinely record defaulters in the register if they do not attend within a pre-defined number of
days from the appointment date.
Ask to see the previous 4 weekly reports.
Verify in the previous 4 weekly reports.
Verify in the previous 4 weekly reports.
Compare the sum length of stay in the most recent weekly report with the data entered in the TFP severe malnutrition
register. [NOTE: Sum length of stay should be reported as the sum number of days of admission for under 5 refugee
children who were authorised discharges only. It is disaggregated by marasmus and kwashiorkor].
Compare the sum average weight gain in the most recent weekly report with the data entered in the TFP severe
malnutrition register. [NOTE: Sum average weight gain should be reported as the sum number of days of admission for
under 5 refugee children who were authorised discharges only. It is disaggregated by marasmus and kwashiorkor].
Confirm the definition of defaulter with staff. Observe reporting practices for previous one month of data to verify whether
or not defaulters are accurately identified and reported.
Score
Health Information System (HIS) Evaluation Checklist p.34 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
9. Reproductive Health
Part I: Antenatal Care
General Observations
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Other: Present?
(circle one)
Antenatal Register Yes / No Weekly/Monthly Report Yes / No
Antenatal Tally Sheet Yes / No Antenatal Card Yes / No
Data Collection
4) Entries in the Antenatal registers are legible.
5) Entries in the Antenatal registers are complete.
6) The full antenatal history for each pregnant woman is entered into a single row of the register.
7) The Antenatal Tally Sheet is updated alongside the Antenatal register at the end of each
consultation.
8) An Antenatal card is used to record information and retrieve records of women coming for repeat
visits.
9) The delivery of routine preventive services is logged in the Antenatal register by recording the
date on which the service was provided.
10) Abbreviations for antenatal complications are correctly referenced and used.
11) Pregnancy outcome is updated and entered into the last column of the register after delivery.
Part II: Delivery Care
General Observations
12) The HIS calendar is present and visible in the health department.
13) Staff can correctly identify the current day and reporting week in the calendar.
Score
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Ask at least 4 members of staff to identify the correct day and reporting week.
Verify staff know where it is located and that it is easily referenced.
Verify staff know where it is located and that it is easily referenced.
Ask at least 4 members of staff to identify the correct day and reporting week.
Review 4 pages at random from at least 2 different register books.
Check at least 8 register entries at random.
Observe at least 4 antenatal consultations.
Observe at least 4 antenatal consultations.
Check at least 8 register entries at random.
Check at least 8 register entries at random.
Check at least 8 register entries at random which had completed the full antenatal schedule.
Review 4 pages at random from at least 2 different register books.
Health Information System (HIS) Evaluation Checklist p.35 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
14) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Guidelines: Present?
(circle one)
Delivery Register Yes / No Weekly/Monthly Report Yes / No
Data Collection
15) Entries in the Delivery register are legible.
16) Entries in the Delivery register are complete.
17) All births in the camp are entered into a single Delivery Register.
Check that births in community, hospital and referral sources are also added to the Delivery Register.
18) Abbreviations for delivery complications are correctly referenced and used.
Part III: Postnatal Care
General Observations
19) The HIS calendar is present and visible in the health department.
20) Staff can correctly identify the current day and reporting week in the calendar.
21) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Other: Present?
(circle one)
Postnatal Register Yes / No Weekly/Monthly Report Yes / No
Appointment diary Yes / No
Data Collection
22) Entries in the postnatal register are legible.
23) Entries in the postnatal register are complete.
24) The expected date of discharge is entered into the postnatal register at the time of first visit.
25) The remarks column is used to comment on the timing of postnatal visits within the recommended
schedule.
26) An appointments diary is used to follow up repeat visits and predictably identify defaulters.
27) Abbreviations for postnatal complications are correctly referenced and used.
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Verify staff know where it is located and that it is easily referenced.
Ask at least 4 members of staff to identify the correct day and reporting week.
Review 4 pages at random from at least 2 different register books.
Review 4 pages at random from at least 2 different register books.
Check at least 8 register entries at random.
Check at least 8 register entries at random. [NOTE: Expected date of discharge from postnatal care is 6 weeks after
the date of delivery assuming no complications are present. 3 postnatal visits should be scheduled during this interval
at approximately 6 hours, 6 days and 6 weeks].
Check at least 8 register entries at random.
Verify a diary is available and used in the consultation room.
Check at least 8 register entries at random.
Review 4 pages at random from at least 2 different register books.
Review 4 pages at random from at least 2 different register books.
Health Information System (HIS) Evaluation Checklist p.36 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
Part IV: Family Planning
General Observations
28) The HIS calendar is present and visible in the health department.
29) Staff can correctly identify the current day and reporting week in the calendar.
30) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Other: Present?
(circle one)
Family Planning Register Yes / No Weekly/Monthly Report Yes / No
Appointment diary Yes / No
Data Collection
31) Entries in the Family Planning register are legible.
32) Entries in the Family Planning register are complete.
33) A single row of the register is used to record each type of family planning method.
34) The correct information is recorded against the type of method provided.
(e.g. Condom = no. of pieces; Depo-Provera = no. of inj.; Pills = no. of cycles)
35) Staff correctly classify family planning users according to HIS guidelines.
36) An appointments diary is used to follow up repeat visits and predictably identify discontinued
users.
37) Repeat family planning visits that are expected in the clinic are updated into the register each
day.
38) Staff routinely record discontinued users in the register if they do not attend within a pre-defined
number of days from the appointment date.
Data Reporting
39) A Weekly Reproductive Health report is available from previous reporting weeks.
40) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Ask at least 4 members of staff to identify the correct day and reporting week.
Verify staff know where it is located and that it is easily referenced.
Ask to see the previous 4 weekly reports.
Review 4 pages at random from at least 2 different register books.
Check at least 8 register entries at random.
Check at least 8 register entries at random.
Observe at least 4 family planning consultations. [NOTE: there are 3 types of family planning user:
New user: A client who has never used the method before; or A user who has discontinued a method and since decided
to re-start the same method.
Repeat user: A client who has used the method on at least one previous visit, and has NOT missed a scheduled
appointment by an agreed no. of days.
Discontinued: A client who has not attended for a scheduled visit within agree no. of days from the appointment date].
Confirm the definition of discontinued user with staff. Observe reporting practices for 10 repeat appointments which
should have been made recently, to verify whether or not defaulters are accurately identified and reported.
Verify in the previous 4 weekly reports.
Verify a diary is available and used in the consultation room.
Confirm that expected visits are entered into the register before the day begins.
Review 4 pages at random from at least 2 different register books.
Health Information System (HIS) Evaluation Checklist p.37 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
41) The numbers entered in the previous Weekly Reproductive Health Report are consistent with
those recorded in the daily register.
Review the following figures recorded during the previous reporting week. Compare the number entered in the Weekly
Reproductive report with the entries in the HIS toolkit items using the following table and then score performance above.
Number reported
Weekly Report Daily Register
No. of antenatal visits > 1
st
trimester
No. of live births
No. attended 3 postnatal visits within 6 weeks
No. new contraceptive users (low dose COCP)
No. repeat Depo-Provera users
Health Information System (HIS) Evaluation Checklist p.38 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
10. HIV/AIDS
Voluntary Counselling and Testing (VCT) and Prevention of Mother-to-Child
Transmission (PMTCT)
General Observations
1) The HIS calendar is present and visible in the health department.
2) Staff can correctly identify the current day and reporting week in the calendar.
3) All relevant HIS toolkit items are in use.
Tools
:
Present?
(circle one)
Other: Present?
(circle one)
VCT Client Register Yes / No Weekly/Monthly Report Yes / No
VCT Results Register Yes / No PMTCT Referral form Yes / No
PMTCT Client Register Yes / No
PMTCT Results Register Yes / No
PMTCT Labour, Delivery and
Postnatal Register Yes / No
4) Guidelines are available to specify the testing national algorithm used.
Data Collection
5) Entries in the VCT / PMTCT registers are legible.
6) Entries in the VCT / PMTCT registers are complete.
7) Informed consent is requested and documented prior to counselling.
8) VCT / PMTCT Client and Results Registers are used correctly to code information and protect
individual client confidentiality.
9) Registers stored out of public view and under lock-and-key when not in use.
10) Each step in the counselling and testing process documented in the register correctly, according
to the algorithm used in the country.
11) All HIV-tested clients received post-test counselling, regardless of the result of the test.
12) A mechanism in place to refer information on HIV-positive deliveries from the maternity ward
back to the PMTCT Labour, Delivery and Postnatal register.
Score
Compare with the HIS contents list. Document any missing tools and the reasons why they are not available.
Verify staff know where it is located and that it is easily referenced.
Ask at least 4 members of staff to identify the correct day and reporting week.
Review 4 pages at random from at least 2 different client and results registers for both VCT and PMTCT.
Verify with staff if written or verbal. If written, request samples of the informed consent forms which are used.
Check at least 8 register entries at random.
Request to see where they are stored. Confirm who has access to the registers and the keys.
Check at least 8 register entries at random.
Check at least 8 register entries at random.
Ask to see the referral forms for the previous 5 HIV positive deliveries managed within the PMTCT programme.
Verify staff know where it is located and that it is easily referenced.
Review 4 pages at random from at least 2 different client and results registers for both VCT and PMTCT.
Health Information System (HIS) Evaluation Checklist p.39 of 39
Suggested
scoring
5 = Always true
True 100% of
the time
4 = Mostly true
True > 75% of the
time
1 = Sometimes true
True 25% - 75% of
the time
0 = Never true
True < 25% of the
time
X=Too early or
unable to judge
Data Reporting
13) A Weekly HIV/AIDS report is available from previous reporting weeks.
14) Weekly reports are correctly labelled according to the dates in the Reporting Calendar.
15) The numbers entered in the previous Weekly HIV/AIDS Report are consistent with those
recorded in the daily register.
Review the following figures recorded during the previous 3 reporting weeks. Compare the number entered in the Weekly
HIV/AIDS with the entries in the VCT/PMTCT Registers in the following table and then score performance above.
Number reported
Weekly Report Daily Register
Tested for HIV (VCT)
Tested for HIV positive (VCT)
Tested for HIV (PMTCT)
Tested for HIV positive (PMTCT)
No. of HIV positive live births
Verify in the previous 4 weekly reports.
Ask to see the previous 4 weekly reports.
