Health Records and Information Services (HRIS)

Health Records and Information Services is dedicated to ensuring availability, accuracy, confidentiality, integrity and security of patient health information.

Health Records and Information Services (HRIS) is one of the Departments under the Directorate of Health Informatics, formed in 1917 when MTRH was founded. Currently it has a capacity of 193 staff (Health Records and Information Officers, Records Management Officers, Statisticians and Records Clerks).

Standard Operating Procedures for HRIS Key Services/Functions:

1. SOP for Patient Registration
2. SOP for Filing of Health Records
3. SOP for Analysis of Statistics

Other Services/Functions:

1. Scheduling Appointment
2. Replacement of Lost Documents
3. Confirmation of Birth Notification
4. Manual/Electronic Health Records Retrieval/Access
5. Research Facilitation
6. Late Birth Notification
7. Development and/or Review of Encounter Forms for Electronic Medical Records (EMRS)
8. Participate as members to Hospital Committees/Taskforces as appointed by the CEO from time to time
9. Training of students on attachment and interns
10. Verification/Authentication of medical documents

Implementation of Electronic Medical Records System (EMRS) one of the Modules of ERP which include:

1. Patient Registration
2. Appointment Alerts and Reminders
3. Utilizing data analytics superset feature for report generation
4. Development and uploading of encounter forms to enhance report generation following integration of radiology and lab services. Artificial Intelligence (AI) piloted with Chest X-rays.
5. Digitization of Old Patient’s Records and uploading onto EMRS.

Other utilized technologies includes:

• Linking EMRS with ICD-11 for morbidity and mortality reporting.
• Usage of online Google Sheets/Forms to improve time taken on data collection, analysis and reporting of health statistics into Kenya Health Information System (KHIS). This is also a backup mechanism as mitigation to system downtimes eventualities.
• Server space available at Data Centre to store/backup health data/information.

Data Science with two officers trained in 2023-2024 FY plays a crucial role in leveraging data to improve healthcare delivery, patient outcomes, and operational efficiency- Key deliverables include: Data collection and integration, data cleaning and preparation, data analysis and interpretation on descriptive, predictive and prescriptive data and data visualization.

Generally HRIS handles health-related data, ensuring that health records are collected, maintained, and made accessible while ensuring confidentiality and accuracy. HRIS is crucial in hospitals, clinics, and healthcare systems, as it supports clinical care, decision-making, and compliance with legal and regulatory requirements.

In conclusion, the Directorate of Health informatics at The Moi Teaching and referral is tweaked to be a composite of information that will nudge forward healthcare, drive innovation and offer information at the click of a button. Today, the institution is bolstered with efficiency, state of the art technologies and accelerated services resultant of a technological spine that serves the hospital.