Master Facility List Kenya Administration system Documentation¶

Login¶

In-order for a user to access the functionality of the administration system, one has to be logged in. A sample login screen is shown in the figure below. The email OR employee number plus the user password is required to login to the system. On pressing the Login button, the details entered are validated and one is allowed access if the details are correct. Otherwise, access is denied.

Resetting a forgotten password¶

In case one has forgotten their password, on the login screen there is a forgot password link such as the one shown below.

On clicking the link, a screen where a person enters their email is displayed.

The user enters his/her email address in the space provided and on pressing the Send Request button an email with a link to reset the user password is sent to the email address provided.

A sample email is displayed below with the reset password link underlined in red:

The user should click on the link and will be redirected back to the administration system where a screen similar to the one below will be displayed.

The user should enter a new password and rewrite it again in the confirm password field after which they will be redirected back to login on clicking Confirm Password Reset button

The user can login into the system with the password created.

Dashboard¶

Once a user is logged into the system, the first thing that they see is the dashboard. The dashboard is tailored based on the role of the user. Here is a sample of a County Health Records Officer Dashboard

Viewing Facilities in User’s Sub-County¶

To list facilities in the logged in user’s sub-county one should click on the facilities link in the main navigation bar. The diagram below illustrates this action.

Creating Facilities¶

To create a new facility, the user should click the Add Facility button in the facilities grid shown above.

On clicking the button, a screen with sections labelled 1 to 5 is displayed.

1) Basic Details¶

This section contains the basic (primary) details of a facility. This section must be filled out in order to proceed to the other sections.

2) Geo-location Details¶

After filling in the basic details, one is allowed to proceed to the second section of the screen where a facility’s geocodes are entered.

The marker on the map can be dragged in order to update the coordinates of a facility.

3) Facility Contacts Details¶

A facility’s contacts are captured in this section. The contacts can be as many as a facility has e.g. postal, email, mobile, fax, landline etc.

4) Facility Regulation Details¶

This section captures the departments in a hospital such as laboratories and pharmacies. The departments are picked from the drop down menu.

5) Facility Service Details¶

This section captures the services offered in a facility. One picks a category from the widget on the left which populates the services under that category in the widget on the right. One can select the option level which a facility offers a certain service.

Facility Created¶

On clicking the Submit button after adding the services, the user is redirected to a screen where they can review the information entered. It is at this screen that the user can also print the facility’s cover report.

Updating a Facilty’s Details¶

To update a facility, one can start by Viewing all facilities, then picking the desired facility from the list as shown below.

The process of editing a facility is very similar to the creation process, the only difference being there is an option out of the process by clicking the Finish button at the bottom of every screen as the figures below show:

Approved and Rejected Facilities¶

Once a facility is created or updated, it has to be approved by the County Health Records Information Officer (CHRIO).

To see the facilities that have been approved or those that have been rejected, the user should click on the approved facilities and the rejected facilities tabs respectively on the side bar as the screen below shows.

Closed Facilities¶

To list the facilities that have been closed, the user should click on the closed facilities tab on the side bar. The screen below illustrates that action.

Facility Officer’s Management¶

The Sub-county Health Records information officer can create users with read only rights to view facilities in the MFL administration system. These users are referred to as facility officers.

Viewing Users (Facility Officers)¶

To list facility officers the SCHRIO should click on the users tab on the main nagivation bar.

Adding Facility Officers¶

From the facility officers list screen above, the SCHRIO should click on the Add User button. On clicking the button a screen with three section labeled 1-3 appears.

1) Basic details¶

This is the first section of adding a facility officer. The primary details ( names, email, employee number and password) are entered in this section.

2) User Contacts¶

In this section the facility officer’s contacts are captured. The contacts can be as many as the officer has and could range from phone number, email to postal address among others.

Assign Officer to Group¶

This is the final section to adding the facility officer. The SCHRIO assigns the officer the facility officer group and clicks the Update button.

The SCHRIO is redirected to the list of users screen and the created officer appears in the list. This is an indication that the officer has been created and can login to the system.

Community Health Units Management¶

The SCHRIO is also charged with managing Community Health Units.

Viewing Community Health Units¶

To list community health units the SCHRIO click on the Community Health Units tab on the main navigation bar.

Basic Details¶

This is the first section where the primary details of the community health unit are captured. The details include: name, linked health facility, households monitored and the contacts

Adding Community health Extension Workers¶

This is the second and final step. In this section the Community Heath Extension workers belonging to the Community Health Unit are added.

After successfully creation of community health unit, the created unit should appear on the community health unit list screen.

Updating Community Health Units¶

Updating a community health Unit is similar to the adding a community health unit process

Approved/Rejected Community Health Units¶

Just like the facilities, a created/updated community health unit has to be approved by the CHRIO before the updated details can be seen by the public. However, this applies for community health units that have been approved before. For community health units that have not been been approved, updates made to them reflect on the public immediately.

To list the approved units, the SCHRIO should click on the approved units tab from the side bar. Similary, to list the rejected community health units, the SCHRIO clicks on the rejected units tab on the side bar.

Viewing Facilities¶

To list facilities click on the facilities tab in the main navigation bar.

In addition to getting the list of facilities in ones county, one can also perform filters on the list of facilities displayed such as filtering by the type of facility and exporting the resulting facilities into an excel file as the screen below shows.

Approving/Rejecting Facilities¶

After the Sub-County Health Records Information Officer(SCHRIO) has registered a new or updated an existing facility, the facility has to be approved by the CHRIO. The CHRIO may choose to approve or reject the facility. If the CHRIO rejects a facility, the changes are discarded and the old details are retained.

Viewing Facilities Pending Approval¶

To list the facilities pending approval, CHRIO clicks on the facilities pending approval tab on the side bar as the screen below shows.

Approving /Rejecting Newly Created Facilities¶

From the list of facilities that are pending approval like the list shown above, the CHRIO clicks on the desired facility. A screen such as the one shown below appears.

Approving/Rejecting Facility Updates¶

From the list of facilities pending approval screen, the CHRIO clicks on the desired facility. A screen with details on the facility selected appears and the officer clicks on the Approve/Reject button as the image below illustrates.

When the approve/reject button is clicked, another screen appears showing the details of the facility that have been updated. At the bottom of the screen, the CHRIO can choose to either approve or reject the updates.

Viewing Approved Facilities¶

Once facilities are approved, they go to the approved facilities list which can be viewed by clicking on the Approved Facilities tab on the side-bar.

Viewing Rejected Facilities¶

Similarly, rejected facilities go to the rejected facilities list which can be retrieved through clicking the Rejected Facilities tab on the side-bar.

Closing Facilities¶

To close a facility, the CHRIO can start by viewing facilities.

From the list of facilities, the desired facility is selected.

A screen with the details of the selected facility appears. The CHRIO should click on the close button as shown above. Another screen pops up with a form where the CHRIO fills in the details pertaining the closure of the facility and clicks on Close Facility button.

Viewing Closed Facilities¶

Closed facilities can be accessed through clicking the closed facilities on the side bar

Managing Sub-County Health Records Officers¶

The County Health Records Information Officers also has the responsibility of managing the sub-county health records information officers in their respective counties.

Viewing Users¶

To get the list of users, the CHRIO should click on the users tab on the main navigation bar.

1) User basic details¶

In this section the CHRIO enters the primary details of the SCHRIO such as the name, email, employee number and password and clicks on the User Contacts button on the bottom of the screen.

2) User Contacts¶

In this second section the user enters the contacts of the SCHRIO and clicks on the Groups button at the bottom of the screen .

3) User groups¶

It is in this section that the created user is assigned the Sub-county Health Records Information Officer group. Once the CHRIO is done with this section, they should click on the Sub County button at the bottom of the screen.

4) User Sub-County¶

In this final section the SCHRIO is assigned a sub-county with the CHRIO’s county and the CHRIO click on the Save button.

Email Sent to the user¶

An email will be sent to the added Sub-county Health Records Information Officer with instruction on how to login to the system.

Created user listed in the user grid¶

Once the SCHRIO is added successfully, they will be added to the list of users.

Updating and Deactivation of SCHRIOs Details¶

Updating a SCHRIO’s details is similar to adding the SCHRIO.

Note

The CHRIO can be able to change the SCHRIO’s password by filling in the password field in the update user form. If the CHRIO has no intention of changing the user’s password, this field should be left blank.

Deactivating a user

To deactivate the SCHRIO the CHRIO unchecks the Is Active button on the update user form.

Deleting a user¶

To delete a user, the CHRIO starts by selecting the desired user from the users list. A screen with the details of the user appears. At the top of the screen the Delete button can be seen as the screen below shows.

When the CHRIO clicks on the Delete button, a screen pops up. If the CHRIO is sure that they want to delete the user, they click on the Delete button.

The user is deleted and no-longer appears in the users’ list.

Community Health Units (CHUs) Management¶

It is the duty of the Community Health Records Information Officer to approve community health units when they meet the required standards and reject them if they don’t.

To list community health units, the CHRIO clicks on the community units tab on the main navigation bar as the screen below shows.

Approval/Rejection of Community Health Units¶

Newly created community health units have to be approved before they can be seen by the public.

Viewing Units Pending Approval¶

To see the community health units that are pending approval the CHRIO clicks on the Units Pending Approval tab from the side bar.

To approve a community health unit, the CHRIO selects the desired CHU from the list of CHUs pending approval.

A screen with details of the selected CHU comes up.The CHRIO should click on the Approve/Reject button on top of the screen as the image below illustrates.

In the screen that follows, the CHRIO fills in the reason for approving or rejecting and clicks on the Approve Community Unit if approving the CHU or the Reject Community Unit button if rejecting the CHU.

Viewing Approved Community Health Units¶

Community Health Units that have been approved can be seen through clicking the Approved Units link in the side bar as the screen below shows.

Viewing Rejected Community Health Units¶

Rejected CHUs can be viewed by clicking on the Rejected Units tab from the side bar.

County Management¶

To begin on system setup the National Administrator should click the System Setup link on the main navigation bar this opens up a screen with a

Counties link on the sidebar with a list of all the counties in Kenya. On the top right of the screen below a user can click the Add County button to add a new county or click view in the list to view a particular county and to edit details of the same.

Constituency Management¶

The next link on the sidebar is the Constituencies link. The National Administrator can carry out the same tasks as in County, using the Add Constituency button in the top right of the image below. To view and edit details of a constituency the user clicks the View button in the grid aligned to the particular constituency record of interest to the user.

Sub-County Management¶

To manage sub-counties, the National Administrator clicks Sub-Counties link on the sidebar that list all sub-counties with a view button. The user clicks the view button if they would like to view details of the single sub-county or edit details of the same. To the top right of the Sub-county list is the Add Sub-county button which user clicks to take them to the view where they input details of a new Sub-county and save these details.

Wards Management¶

For wards management the National Administrator clicks the Wards link on the sidebar pulling up a view like the previous admin units. The Add Ward button is to the top right for adding a new ward. The view button in the grid inline with a particular record is to enable a user view and edit details of a particular ward.

Towns Management¶

To carry out towns management, the National Administrator clicks the Town link on the sidebar. This lists all towns in a grid. To the top right is the New Town button enabling a user add a new town. In the towns grid there is an inlined View button in each record to enable a user view and make edits to records of a particular town.

Below is the next view after a user clicks the New Town button, which is a form requiring the user to input the name of the new town after which they click the Save button in order to save the town as shown below.

Service Catalog Management¶

Another task of the National Administrator includes management of the service catalogue. The service catalogue constitutes: service categories, health services and service options. The link to manage these three items the National Administrator clicks the System Setup link on the navigation bar and goes to the next sidebar sub-menu which is Service Catalogue after administrative unit sub-menu.

Service Categories¶

The first item on the Service Catalogue sub-menu is Categories link which is where service categories are managed. When the link is clicked it lists the service categories’ names, codes e.t.c. To view and edit details of one of the service categories the National Administrator clicks the View button inlined with the relevant record. To add a new category, the Natinal Administrator clicks the Add Category button on the top right of the screen.

On clicking the Add Category link the view below is brought up, for user to enter the details of the new service category including: category name, abbreviation, KEPH level and a brief description of the same. The National Administration then clicks the Save button below the form to save details of the new service category.

Services¶

The next item on the service catalogue sub-menu is the Services link. The National Administrator clicks this link that brings up grid listing services with view button to view and edit details of a particular service. To the top right of services listing view is the Add Service button. The National Administrator clicks this button to add a new service.

On clicking of the Add Service link the view below is brought up, consisting of a form where the National Administrator input the details of the new service including: name, category, option group and brief description of the health service. When finished the user clicks the save button to save the new service and its details.

Option Groups¶

The final item on the service catalogue sub-menu is the Option Group link. The National Administrator clicks this link to list the option groups. Each record in the inlist has a view button, which the National Administrator clicks to view and or edit the details of the option group. On the top right of the option list view is the Add Option Group link that the National Administrator clicks to add a new option group.

On clicking the Add Option Group link the view below is brought up with a form where the National Administrator enters the details of the new option group being created including the option name, and options within the option groups. The National Administrator clicks the Add button to add a new row where details of an option including its type, display text and value can be entered. Finally to save the details the National Administrator clicks the save button.

Contact Types Management¶

Contact types for all contacts (users, facilities e.t.c) are centrally managed here. They are available at the contact types section of the system setup.

New contact types can be added and existing ones updated or removed.

Facility Departments Management¶

Departments are the various sections in a facility that may have different regulation from the main facility. They serve as choices when entering a facility’s regulation.

Facility departments are available at the facility departments section of the system setup.

New entries can be added while existing ones can be updated or removed.

Public Feedback on Facilities¶

Users of the public side of MFL can rate and comment on facility services. This feedback is available on the rating comments section of the system setup.

Facility Owner Categories¶

These are the categories in which facility owners are grouped. They can be accessed in the facility owner categories section of the system setup.

Existing entries can be updated or removed while new categories can be added.

Facility Owners¶

These are individual owners of facilities. They are tied to a facility category. The facility owners section of the system setup manages them.

New entries can be added while existing ones updated or removed.

Job Title Management¶

These are job titles used when entering information e.g. facility officers. They can be managed via the job titles section of system setup.

New titles can be created while existing ones updated or removed.

Regulatory Body Management¶

Regulatory bodies are the ones that register and regulate facilities. They give MFL updates on facility’s regulation status.

Their management can be accessed via the regulatory bodies section of the system setup.

New bodies can be added while existing ones updated or removed.

Upgrade/Downgrade Reasons Management¶

These are the reasons used by CHRIOS/SCHRIOS when upgrading or downgrading facilities. They can be accessed from the Reasons section of system setup.

Reasons can be created, updated or removed.

KEPH Levels Management¶

Facility KEPH levels can be managed from the KEPH Levels section of the system setup.

New KEPH levels can be created while existing ones can be updated or removed.

Public Feedback on Community Units¶

Feedback given by users of the public side of MFL can be viewed by administrator. This can be accessed by visiting the CHU rating comments section in system setup.

Document Management¶

Documents are extra supplimentary material provided that accompany the MFL e.g. the Implementation Guide.

The national administrator can create, view, update and delete such documents. To manage documents, select the documents section in the system setup screen.

The first screen shows a list of the available documents in MFL.

To create a new document, select the add document button and provide the name, description and file of the new document.

Geo-code Method Management¶

Geo-code methods are the methods used to collect facility geo-coordinates. To manage them, select the geocode methods section in system setup.

To create a new method, select the add geocode method button and fill in the details in the resulting screen.

Geo-Code Source Management¶

Geo-code sources are the origins of the facility geo-coordinates. They accessible via the geocode sources section in system setup.

The add geocode sources link brings up a screen to create a new geocode source.

Group Management¶

A group is a collection of permissions that is assigned to users. Permissons are not assigned to users directly. Users are assigned groups and get the permissions in the assigned group.

To manage groups, click on the users link in the top navigation bar. In the resulting screen, select groups in the left navigation bar. This will show a list of groups in the system.

To create a group select the add group link in while in the groups viewing page. To

edit an existing group, select the group by clicking on the group’s name.

User Management¶

The national administrator can be able to view all users in the system. To access user management, select users in the top navigation bar. The resulting screen shows a list of users in the system.

To create a new user, click the add user button.

Creating a user has at least three steps : basic details, contacts and assigning groups. The basic details comprise of the users names, password, email e.t.c.

The user contacts are next after basic details.

Assigning groups to users comes after updating their contacts. A user can belong to one or more groups.

Depending on the group selected, the user is assigned an administrative unit. For example, if the user’s group is a County Health Records Information Officer, then the user is assigned a county as shown below.

Viewing Facilities¶

A regulatory user is only allowed to see facilities under their regulatory body. E.g a regulatory user belonging to Kenya Medical Practitioners and Dentists Board (KMPDB) will only see facilities regulated by by KMPDB.

To list facilities the user clicks on the facilities tab on the main navigation bar as the screen below shows.

Updating the Regulatory Details of A Facility¶

View Unregulated Facilities¶

To do this the user should click on regulate facilities tab on the side-bar. Below is a screen showing expected results.

The user then clicks on the desired facility and a screen with the facility details such as the one below appears.

Once the user clicks on the regulate button on the detailed facility screen above, a screen where regulatory details can be entered appears. The user fills in the regulation status, the reason (which is optional) and the license or the reference number. On clicking the regulate button the regulatory details are updated in the system

Reports Available¶

To view all available categories of reports, a logged in user should click the Reports link on the main navigation bar. This opens up a view with a s idebar listing possible reports user can view. An example is facility owners report, clicked from the sidebar shows a grid listing names of different categories of facility owners and the number of facilities each owns respectively. For most of the other reports a user simply selects the link from the sidebar and views the report with an option of Exporting the report in Excel format.

Facilities Report¶

The report of focus is the facilities reports which is slightly dissimilar from other reports, in that it has an advanced search pane to the left that helps a logged in user to filter facilities based on different criteria including facilities found in a particular County, Sub-county to ward level; as well as KEPH levels to name a few.

Filtering Reports¶

Once a user has entered values to filter the list of facilities, they click the Search button and facilities matching the filtering criteria are displayed.

Exporting Reports¶

On obtaining the results the user can view the relevant data as filtered, and there is also the option of exporting the results to excel for all intents and purposes.

Below is a sample excel export after facilities list has been filtered using values shown in the diagram above.

Listing and Creating Admin Offices¶

To create an admin office click on the Admin Offices tab on the main navigation bar. A screen with a list of all the admin offices in your area will be shown like the one shown below:

Click on the Add Admin Office button on the top right hand corner. Fill in the details in the form that will be provided in the next screen and click on save. You will be redirected back to the listing of admin offices in your area.