NATIONAL INSTITUTE OF MEDICAL RECORDS AND

INFORMATION MANAGEMENT MULAGO-NEBBI BRANCH.

MEDICAL RECORDS DEPARTMENT

CARRIED OUT AT PAIDHA HEALTH CENTER III

NAME OF STUDENT: MUNGUJAKISA ARONE

REGISTRATION.NO. N/875/05/23

THIS INTERNSHIP REPORT SUBMITTED TO NATIONAL INSTITUTE

OF MEDICAL RECORDS AND INFORMATION MANAGEMENT

(NIMRIM) MULAGO-NEBBI BRANCH IN FULFILMENT OF AN AWARD

OF CERTIFICATE IN MEDICAL RECORDS AND INFORMATION

MANAGEMENT.

AUGUST-SEPTEMBER 2023

I
 I. DECLARATION

I Mungujakisa Arone surely declare that the practicum report is my original work and it is ready
for submission to academic board of National Institute of Medical Records and Information
Management for the award of the certificate in health records and information management
system and it has not been presented and will not be submitted to any other institution for a
similar award.

Signature: …………………………………..

Name: ………………………………………

Date: ………………………………………...

Tell: …………………………………………

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 II. APPROVAL

I hereby summit my practicum report conducted at Paidha Health Centre III for consideration
with approval from my academic and field supervisors;

Academic Supervisor’s

Name: ……………………………………………………………………

Sign………………………………

Date………………………………

Tell……………………………….

Field Supervisor’s

Name: ……………………………………………………………………

Date: ………………………………

Sign: ………………………………

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

III. DEDICATION

This report is a dedication to my beloved parents Mr Wakudi Stephen and Acanda Florence for

their financial support they have given me. I will continuously refer to them for any other help as

relates to general advices and lastly not forgetting my colleague Mungutimu Pius and Ngamita

Winnifred for their special moments, sharing together in these period.

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 IV. ACKNOWLEDGEMENT
I thank the Almighty God for the gift of life and wisdom He has given me to complete my study.
I would like to acknowledge my parents Mr.Wakudi Stephen and Acanda Florence
I also thank my field supervisor and mentor Mrs. Angala Bruna for assignments, tasks and the
supervisory role she played together with the facility in charge Mr. Uyungrwoth Mark who
welcomed me wholesomely and the entire staff and management of Paidha Health Centre III
who contributed to my achievements during the course.
Lastly, I would like to recognize the administration of National Institute of Medical Records and
Information Management who improved my attitude, knowledge and skills during the course.
May the almighty God bless you all.

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

TABLE OF CONTENTS

Declaration…………………………………………………………………………………………………………………………………I

Approval……………………………………………………………………………………………………………………………………II

Dedication………………………………………………………………………………………………………………………………. III

Acknowledgement……………………………………………………………………………………………………………………IV

List of figures……………………………………………………………………………………………………………………………V

List of tables…………………………………………………………………………………………………………………………….VI

Abbreviation……………………………………………………………………………………………………………………………VII

Acronym………………………………………………………………………………………………………………………………, VIII

Abstract……………………………………………………………………………………………………………………………………IX

CHAPTER ONE

1.0 Introduction ………………………………….………………………………………………………………...………………11

1.1 Objective of the practicum………………………………………………………………………………………………..11

1.2 Scope of the practicum……………………………………………………………………………………………………..12

1.2.1 Content scope ……………………………………………………………………………………………………………….12

1.2.2 Geographical scope ………………………………………………………………………………………………………12

1.2.3 Time scope ……………………………………………………………………………………………………………………12

1.3 Organization work flow chart………………………………………………………………….………………………..12

1.4 Organizational profile ………………………………………………………………………………………………………13

1.4.3 Mission………………………………………………………………………………………………………………………….13

1.4.4 Vision care values ………………………………………………………………………………………………………,,.13

CHAPTER TWO

Introduction………………………………………………………………………………………………………………………………….17

Roles of the organization placement…………………………………………………………………………………………….17

Duties performed by intern student…………………………………………………………………………………………….18

Experience knowledge and skills gained……………………………………………………………………………………….11

Problems and challenges encountered…………………………………………………………………………………………12

Solution to the above challenges………………………………………………………………………………………………….12

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 CHAPTER THREE

Introduction…………………………………………………………………………………………………………………………………….13

Recommendation to the host organization……………………………………………………………………………………….13

Recommendation to the National Institute of Medical Record and Information Management………..13

Conclusion…………………………………………………………………………………………………………………………………….....13

V. LIST OF FIGURES.

Fig 1.1 …………………………………………………………………….…………………14

Fig 1.2…………………………………………………………...……………………………15
VI. LIST OF TABLES.

Table 1.1……………………………………………………………………………...……….1

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

VII. ABBREVIATION

 HMIS Health Management and Information System

 HC III Health Centre three

 YCC Young Child Clinic

 OPD Outpatient Department

 ART Anti-Retroviral Therapy

 IPD Inpatient Department

 MCH Maternal Child Health

 LAB Laboratory

 HUMC Health Unit Management Committee

 PEP Post-Exposure Prophylaxis

 PrEP Pre-Exposure Prophylaxis

 EID Exposed Infants Diagnosis

 STIs Sexual Transmitted Infections

 EMR Electronic Medical Record

 DHIS2 District Health Information System

 EPI Expanded Program on Immunization

 UTI Urinary tract Infection

 RTI Respiratory tract infection

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 EXECUTIVE SUMMARY
During the internship, several areas have been covered in relation to the field attachment such as
practical uses of HMIS tools, report compilation and analysis, supply chain management among
others. This has been very important as it gave time for me to relate the theoretical aspects learnt
from school to the actual practical work expected out of a qualified competent medical records
assistant. During the internship training, I have learnt a lot and appreciated the fact that besides
knowledge and skills gained from the training institution, there is a lot more to be acquainted
with such as positive attitude towards work, public relations, team building and team playing,
task shifting, ethical and professional conduct which maintains trust and good reputation of
public and private service, I have also learnt that to achieve a target, hard work, dedication,
endurance and commitment is paramount since a medical records assistant plays a key role in
providing accurate, realistic, reliable and time bound health information which can be used by
key stake holders in decision making as well as influencing data informed policy making.

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

CHAPTER ONE
1.0 INTRODUCTION.
The internship placement is a requirement by National institute of medical records and
information management aimed at enabling students gain experience of how to link classroom
concepts to the working environment encompassed with challenges, dynamics, technological
advancements, professional ethics and sector integration.
The field attachment was from 14th/Aug/2023 to Sep/2023. This was the time I had hands on
training by practically taking part in the daily assignments by my seniors at Paidha Heath Center
III that I put on record that is an experience worth that tuned my working experience to date
and the days to come.

1.1 Objectives of the practicum.

 To apply the knowledge and skills acquired during classroom teaching into practice.
 To gain early understanding and appreciation of the practical real-life situation and get
acquainted with the challenges associated with the application of the theoretical
knowledge acquired.
 To obtain enhanced development and acquisition of critical skills needed to proactively
observe, analyze and address problems encountered while executing career duties and
responsibilities.
 To interact with and learn from experienced professionals in a work environment.
 To develop expedited professional self-awareness, internalization of career job
requirements and experiences.
 To participate and acquire early exposure to range of professional activities associated
with my career focus and work place setting.
 To be able to write a detailed internship report after the internship period.

1.1.0 Scope of the practicum.

This includes the content scope, geographical scope and time scope.

1.1.1 Content scope.

The internship covered the logistics planning, procurement planning and supply,
including other activities, skills and experience gain during the active implementation
and execution of duties.

1.1.2 Geographical Scope.

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 The internship was conducted at Paidha Health Centre III located in Paidha Town
Council. The facility attached me to different working environments such as EPI, ART
clinic, OPD, IPD, MCH and Laboratory.

1.1.3 Time scope.

The internship started on 8thAugust-2022 and ended September/2022. The duty
would run from 8:00am to 12:45 pm and again from 2:00pm to 5:00pm daily from
Monday to Friday. However due to overwhelming number of clients in almost all the
departments, in most days, work would go marathon until the clients are cleared and
we would be so engaged in office work in order to have records for the week analyzed
and stored forcing us to go even up to 6;00pm.

1.4.0 Organization profile

Paidha Health Center III is one of the ten Government Health Centre III’s in Zombo district
located in Kawa village, Central ward, Paidha town council Zombo district, serving a catchment
population of about 37187 people per annum.
Paidha health Centre III was established in 1932 as a dispensary by an American doctor who
worked together with the late Rugette Dominica at the present site.
Paidha health Centre III: Vision, mission and goal, objectives and values

Vision:
•A healthy and productive population that contributes to social economic
growth and social development.

Mission:
•To provide quality health service to all people through delivery of
promotive, preventive and rehabilitative health services.

Goal:
•To attain good standard of health through community involvement in all
matters that affects their health.

Objectives:
 To effectively assess, diagnose and manage patients.
 To provide quality maternal child health services.
 To maintain clean and safe environment.
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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

 To provide a transparent accountability to stake holders.

 Effective data management and timely reporting.

Values:
 Adherence to ethical code of conduct.
 Time management.
 Team work.
 Accountability and transparency.
 Timely health service delivery.
 Regular attendance to duty.
 Professionalism.
 Good customer care.
 Being up to date with patient’s management policies through
regular CME attendance.
 Equity.
 Equality.

Figure 1.1 OPD FLOW PAIDHA HEALTH CENTRE III

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RECEPTION/TRIAGE

ANTHROPOMETRY
CLINICAL ROOM

CORNER
DISPENSING ROOM

LABORATORY

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

Figure 1.2 ORGANIZATIONAL STRUCTURE OF PAIDHA HEALTH CENTER 111.

HUMC

FACILITY INCHARGE

SENIOR CLINICAL OFFICER CLINICAL OFFICERS

NURSING OFFICER

ASSISTANT NURSING OFFICER

ENROLLED MIDWIFE ENROLLED NURSE LAB ASSISTANT

HEALTH INFO ASSIST HEALTH ASSISTANT

SUPPORT STAFF ASKARIS CLEANERS

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Remarks given by the different teams and departmental heads during the internship.
During debrief by the in-charge and the senior top management of the facility, the following
were noted as summarized in the table below.

Table 1.1. Table showing the weekly activities conducted and the supervisor’s
comment(s)

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

CHAPTER TWO
2.0 Introduction
The internship was conducted in different departments within Paidha Health Center 111 headed

by different departmental heads. While in different departments, the teams in those different

departments were responsible for mentoring, coaching, guiding and assigning me tasks to be

completed within a stipulated time.

The different departmental heads did their assessments while I carry out my duties and I carried

out my duties diligently with very minimum supervision and produced good results.

At the end of every week, the team from the department where I have been attached together

with my supervisor came together to evaluate my performance and when it’s evaluated as very

good or excellent, that’s when am transferred to another department to acquire new practical

skills.

2.1. Role of the organization (Paidha HC111)

Paidha health Centre III just like any other government HCIII that performs the

following roles both to the internal and external customers;

 Consultation where clients present their concerns to the technical

people to be addressed, this can be illness or concerns other than ill
health.
 Counselling rendered to address the course of the problem.
 Health education to enable community gain insight on issues that
affects their health and lives as well.
 Laboratory services where investigation is carried out to ascertain
the real causative organism for a particular disease.

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  Antenatal care services where pregnant women are examined,
investigated through laboratory tests and provided with other
prophylactic medications to enable them deliver at term making
sure the baby and mother are healthy.
 Maternity services.
 Immunization both static and outreaches where antigens are
administered to infants to provide them with antibodies against a
specific antigen.
 ART services which include HIV testing services rendered to the
eligible clients, prevention of HIV infection for those who are
negative through provision of condoms, PEP services, PrEP services,
provision of ART for prevention with positives, STI screening and
management, GBV screening and management.
 Postnatal care services where the wellbeing of mothers and their
infants are monitored and appropriate services rendered.
 Elimination of mother to child transmission of HIV (EID) services.
 Nutrition services.
 Adolescent friendly health services.
 Inpatient services.
 Referral.

2.2 Duties assigned by the organization and how it was carried out.

The following are the duties performed by the intern during the field study. These include; Patient

identification, provision of clear protocols for identifying patient who lacked identification and for

distinguishing the identity of the patient with the same name. The patient information’s include name,

next of kin, sex, age, addresses and nationality were also captured in this case. The tasks below were

assigned to me and were performed to the organization’s expectation.

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

 Data entry, this was done every day into the Uganda EMR system to ease reporting and avoid
repetition of clients’ information, monthly into DHIS2.
 Record management, with help of HMIS skills, I was able to ensure good retrieval of files for
clinicians, keeping facility records and patient record confidential.
 Patient registration in the register, I participated in registering outpatient and giving them OPD
numbers before they see the clinician, registering and discharging inpatient. This information
includes name, age, sex, nationality, diagnosis and the treatment given.
 Filing and retrieving, with the help of patient identification knowledge, I was able to file and
retrieve the information of the patient especially in ART clinic where we employ majorly
numerical filing system which enabled me to file and retrieve files accordingly.
 Compilation of health reports and submission: I was able to participate in primary data
generation, data collection and report compilation in different units such as OPD, ANC and
inpatient, ART, EPI and onward submission for verification by the In-charge.
 Supply chain management. Practically participated in supply chain management to avoid
misuse of commodities as well as avoiding expiries as below;
 Receiving drugs from the warehouse and verifying the commodities according to the
delivery notes.
 Entered the received commodities in the stock book and stock cards.
 Arranged the drugs in the store shelves therapeutically according to first expiry first out
and also calculated minimum stock levels, maximum, minimum stock levels, average
monthly consumption to avoid expiries due to overstocking and also to avoid stock out.
 Issued out drugs to departments according to the authorized requisition for departments.
 Participated in drug dispensing and daily balancing the drug dispensing log.
 Participated in ordering of the commodities from the warehouse basing on the average
monthly consumption, opening balance, losses and adjustments, closing balance and
maximum stock levels.
 Uses of HMIS. Practically participated in using HMIS at the health facility level in the following
areas;
 Epidemic prediction by using malaria channel graph and using epidemic threshold of
epidemic prone diseases e.g. cholera, dysentery, typhoid, measles, poliomyelitis.
 Epidemic detection.
 Planning such as annual work planning, micro planning, planning for community health
interventions.

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  Budgeting where for instance if one wants to improve performance, the performance gap
between the target and the achievement is identified, solution to solve such a problem is
identified and such solutions are coasted to give the budget.
 Performance target setting.
 Evaluation of performance.

2.3 new knowledge and skills gained during the internship.

2.3.1 KNOWLEDGE.

I learned to place an order both local purchase orders and service orders for different requirements.

I learned how to clearly specify the records required that is writing clear record specifications such that
it can elicit a larger pool of suppliers.

I also learned the different stages involved in the procurement processes and how the approvals flow
before the supplier is finally paid against the invoice provided on delivery.

I learned how to clearly verify the delivered drugs and write a good note basing on the delivery note
provided by the supplier and the purchase order that the organization placed.

I learnt team building, team sharing, team working and supporting one another in a team manner.

I also learnt that the greatest achievement is made when the team has common interest in the goal to
be achieved.

2.3.2 SKILLS (track some from roles given to you)

I gained updating stock status skills and store design and layout skills when I got involved in stock taking
activity during the sessions.

I gained and enhanced on my communication skills especially while interacting with people who occupy
the bigger offices for example the facility in charge.

I gained the skills on how to use DHIS2 system especially when I was given a task to enter facility

monthly 105a reports

I gained stock taking skills and store design and layout skills when I got involved in stock taking activity

that took place in the facility.

I gained forecasting skills when I got a chance to interact with my supervisor during the start of the cycle

of ordering bi-monthly drugs.

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

2.4 Work relationship between departments of the organization attached to;

How I intend to utilize what I have learnt for my professional development:

-Carry on with team work spirit that I have acquired at the work place where I will be given a job and

outside the job environment.

-Enhance my capabilities while in pursuit of my career after school for example, the communication

skills that I have attained.

-Be able to utilize my efficiency in execution of procurement functions while putting consideration value

for money.

-I intend to become a good time manager after learning and adhering to the strict reporting time of

Paidha HC III. This will be applied in my everyday life after and before getting a job.

Relationship with other officers in executing my duties and responsibilities.

I had a good relationship with the supervisor whenever I would be submitting my daily and weekly

activity reports.

I had a good relationship with the facility in charge whenever I would be submitting weekly report to

enter in the m-track report.

I have related to all staff in the department I have been working with and also we used to share ideas

whenever necessary.

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Role of the field supervisor.

Mrs. Angala Bruna who is the Health Information Assistant of Paidha HC III together with other

departmental staff at different levels as a team were responsible for my practicum activities guide lining.

 Attaching me to different departments and making sure the department provided me with the

necessary practical knowledge and skills which is usually assessed by the In-charge on daily

basis.

 Assigning me tasks that were time bound basing on the practical areas covered.

 Assessing the level of my progress at work every weekend while coaching, mentoring and

guiding me.

 Guiding me on report writing.

 Training, the supervisor personally trained me on uses of HMIS and supply chain management.

 Provision of necessary supplies for my training such as HMIS tools, stationary, IEC materials.

 Motivation for the good work done inform of appreciation.

 Providing me with the feedback from departments and from his own assessments as a way of

motivation for the good work done and also to give room for improvement.

 Providing the institutional supervisor with the necessary training information during his

supervision.

Role of the institution supervisor

Mr. Wanok Patrick who was my institutional supervisor was responsible for;

 Guiding me on how to write the internship report and its approval.

 Assessing my performance and progress at the work place together with the field supervisor.

 Examining the challenges and problem I faced.

 Ascertaining whether I was conducting activities on a daily basis.

 Visiting me at the work place to ascertain my capabilities.

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

 Challenges noticed during the internship

This includes the challenges that I faced and noticed are facing the organization and human

resource:

The organization;

 Few motorcycles which limits transportation of its employees and other activities of the

organization for example the department of EPI for outreaches.

 Unreliable Wi-Fi internet network which limits some of the activities like DHIS2 data

entry and other online activities.

 Small office space which has partly challenged storage, accessibility of tools and

equipment as well as locomotion.

The workers

 High workload since there are few health workers compared to the volume of clients

received at the health facility.

 The workers are not provided with adequate tea break and lunch and this has become a

challenge to them especially during the course of the work when patients attended in

bigger numbers.

 Inadequate transport means to transport the worker especially when they are going for

external sensitization programs for example some move on Boda-Boda to do the work

which affects the worker’s efficiency.

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The internee.

 Limited HMIS logistics like computers, stationaries in all the departments for smart data entry.

 Few health workers compared to the number of patients received at the facility which lead to too

much workload, as a result of too much pressure of work to be completed within a small time.

 There was a challenge with the procedure of getting into the health facility i.e. from facility to

CAO office then back to facility.

 Ineligible hand writing of the clinicians that make the documentation to delay.

SOLUTION TO THE ABOVE CHALLENGES

Below are the possible solutions to the about challenges
 Staffing level to be improved to enable Clinicians write well as the pressure of seeing too many

clients will also reduce.

 More building should be constructed at the OPD to avoid overcrowding and create more space for

the patients and records storage.

 Enough guidelines should be provided on the proper reporting channels

CHAPTER THREE

CONCLUSIONS AND RECOMMENDATIONS OF THE INTERNSHIP

TRAINING.

Introduction.
This chapter comprises of recommendation and conclusion of the intern training.

CONCLUSIONS
To recapitulate, I thank Paidha Health Centre 111 staff for the great support, supervision and cooperation
during this practicum course. There was team work, effective communication, respect, confidentiality and
cooperation that helped me to gain skills and knowledge required of a medical record student. For that I
therefore stand to say that am determined to study and complete my course and also upgrade for diploma
so as to become an important-reliable person in future.

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

RECOMMENDATION TO THE HOST ORGANIZATION

 More emphases should be put to the lower facilities on the time of reporting more so, supervision
should be done to improve the quality of the work produced.
 Since Paidha health Centre III is entrusted with a variety of services to deliver to people, it should
be made upgraded to health Centre 4. This will help to expand the medical record department and
the facility as well.
 Zombo district local government should provide the facility with adequately trained staff as it is
recommended by the facility structure.
 The medical staff together with the administration should influence the entire staff to understand
the value of records keeping and confidentiality of health information.
 The facility in charge together with the medical records officer should gazette a room specific for
archiving to avoid congestion of documents in the records office.
 Audio-visual display at OPD to support health education would be a vital measure to
communicate with the clients/patients.
 Direction flow should be displayed at every corner to direct patients/clients with ease.

RECOMMENDATIONS TO THE NATIONAL INSTITUTE OF MEDICAL

RECORD AND INFORMATION MANAGEMENT

 Surely, it’s right for the administration to provide supervisor to the student as they do intern, just
as how other higher universities do to their students
 The training should continue since it put more skills to the students. This will help them to
become proper health information professionals.
 The institution should provide students with uniforms and clinical coats as it’s a necessity by
health institutions for identification, uniformity and smartness.
 More emphasis should be put on practical skills than theoretical. This is so as experience tells that
job description of medical records staff entails majorly hands-on activities.

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 APPENDICES

Photograph taken during field attachment at Paidha Health Centre III

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

WEEKS ACTIVITIES OBJECTIVES SKILLS RESPONSIBLE

PERSON

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ONE Registering of new To ensure that all Skills of handling In charge

14th.08.2023 born babies in the newly born babies registration maternity

To female ward are registered books[HMIS]

18th.08.2023 register

TWO Directing patient in To ensure all the Skills of how to Assistant

21st.08.2023 the O.P.D,Giving patient are handle patient medical records

To O.P.D numbers to registered in register. Giving officer

25th.08.2023 patient register O.P.D number

TREE Registering and To ensure that all Skills of how to In charge E.P.I

28th.08.2023 updating child health children are update child health

To cards and recording immunized and cards and tallying

1st.09.2023 in the register registered the number of

children immunized

FOUR Orientation on HMIS To ensure that all Skills of how to In charge

04th.09.2023 tools used in the tests done should record various tests laboratory

To laboratory. be recorded in the done in registers

08th.09.2023 Registering of register

various test done in

the laboratory

FIVE Introduction to To ensure that Skills of making In charge

11TH.09.2023 various HMIS data validation patient registration medical records

To tools.Orientation to should be checked system. Skills of and information

15th.09.2023 record store centre. before submit retrieval of the file officer

Tallying in the office

attendance,diagnosis

and extracting data

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INTERNSHIP WORK PLAN FOR TWO MONTHS AUGUST TO SEPTEMBER 2023

from various

registers

SIX Organizing the store I arranged drugs Skills of arranging In charge store

18th.09.2023 cards and well based on drugs with their

To rearranging the drugs FIFO and sorted store cards on the

22nd.09.2023 on the store shelving expired drugs out store shelving

of store

SEVEN Introduction of Reports were Skills of how to In charge ART

25th.09.2023 various HMIS tools produced before enter files in the clinic

To of ART register and the 7th verified and UGEMR system

29th.09.2023 entering files in the submitted to the

UG EMR system district

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