Health Information Management Department is the first point of contact for patients in the hospital. It is under the clinical services directorate. The department has the primary responsibility of ensuring accurate documentation patient’s health information during his/her encounter with hospital services either as an Outpatient or Inpatient. The department ensures accurate and timely documentation, its filing and retrieval; using the appropriate index to provide the facts needed for research purposes. It compiles and presents statistics of various clinical activities in the hospital.
Ideally, this function is performed by Health Information Managers in all the units of the hospital depending on the availability of human resources.
Health Information Management Library
MISSION
To provide qualitative, accurate and efficient management of patient health information in order to safe life and avoid wasting time of our clients; ensuring confidentiality of patient’s records.
VISION
To ensure proper documentation, prompt retrieval of patient’s health information and timely presentation of hospital statistics within the shortest time frame.
DETAILS OF CUSTOMERS
Ideally, our services should cover every thematic unit of various services within the hospital. However, our services are presently limited to the following areas as follows: -
1. Accident and Emergency unit
2. General Outpatient Department (GOPD)
3. Specialty Outpatient Department which includes the following clinics
1. Medical Outpatient Department
2. Surgical Outpatient Department
3. Paediatric Outpatient Department
4. Ophthalmology Outpatient Department
5. Physiotherapy Department
6. Dental Clinic
7. Dermatology Clinic
8. E.N.T Clinic
9. ANC Clinic
10. Monitoring and Evaluation unit
11. Gynae Emergency Unit
12. Amenity Unit
13. In-Patient Services
14. Administrative Services
15. Statistics/Computers
16. Education/Research Unit etc
STAFF
The staff should be courteous in dealing with patients/clients and handle patient’s records with utmost confidentiality.
MANAGEMENT
The management of the centre should provide the necessary equipment’s needed in the department in order to ensure effective and efficient health care service delivery to our patients or clients. Adequate training and motivation should also be given to the staff.
SERVICES PROVIDED
- Documentation and registration of Patients 24 hours services both manual and EHR.
- Sorting, Filing and retrieval of Patients case notes.
- Booking of Patients for appointment and making sure the patient’s folders are available before the clinic day or appointment date.
- Issuing of Medical Records consumable to various departments.
- Compilation of statistical reports from various clinical, wards and departments of the hospital.
- Release of patient’s information for administrative, research and education purposes.
- Monitoring and evaluation of HIV/AIDS activities.
- Coding and indexing of patient diagnosis.
- Ensures the confidentiality of health information in the hospital etc.
SERVICE DELIVERY
The Department work as a team with the Head of Department of every services point in order to ensure quick services delivery. The department ensures strict compliance to the stipulated rules governing the booking of appointments for various clinics.
PRICE LIST
Presently the following is our price list which is subject to review periodically.
1. Electronic Health Record (EHR) N600
2. GOPD Folder for Adults N600
3. Paediatric Folder N300
4. Specialty Folder N600
5. Collection of Death Certificate N1000
6. Collection of Medical Certificate of Fitness N1000
7. Accident and Emergency Folder N600
8. Renewal of Patient Reference Hand Card N200
9. Consultation fees (specialty clinics)/EHR N300
10. Consultation fees (GOPD)/EHR N200
11. Consultation fees (POPD) /EHR N100
12. Medical report within Nigeria N2000
13. Medical report abroad N5000
PATIENT RELATIONS AND GRIEVANCE REDRESS MECHANISM
Appropriate mechanisms are put in place for proper patient relationship including receipt of complaints and grievances. This also includes mechanism for redressing grievances.
The department’s guiding principle which is geared towards good client relationship is “Patient is worth listing to because we listen to learn and also learn to listen to our clients (Patients)”
Mechanism for redressing these grievances;
- Every patient/relation have the right to be heard regarding his/her grievances/complaints
- Our clients are expected to channel their grievances/complaints to the supervisor in charge of every unit. If it cannot be solved there, the matter is to be forwarded to the Health Information Officers in charge of clinical affairs and finally to the Head of Department.
- Any grievance which seemed complicated after using the above mechanism should be referred to the Head of Department who will then forward it to the Chairman Medical Advisory Committee (CMAC). The Chairman (CMAC) by virtue of His authority will act as final arbitrator who will immediately and finally conclude and dispose of the matter within the shortest time.
PROVISION OF CLIENTS WITH SPECIAL NEEDS
Clients or patients with special needs that come to receive care in the hospital are given adequate attention the way we are given to other patients, no any discrimination or bias in attending to such clients or patients.
OTHER RELEVANT INFORMATION
The department is determined to manage Health Information, and render services which will promote the interest of our client so as to enhance the achievement of overall hospital goals.
We encourage researchers to always forward their ethical proposals as they will be furnished with relevant information based on the resources and facilities available in the centre. The department also ensures confidentiality of Health Information.
WAITING TIME
The average waiting time of patients or clients in documentation unit is approximately 10 minutes after the patients or clients obtained the consultation payment receipt while retrieving of patient folders is approximately 15 minutes.
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