Modernize Dispensary Recordkeeping and Reporting

Install IT Systems at Dispensaries

Dispensaries today do record keeping in paper ledgers by 32 different categories (e.g. pregnancy or postnatal visits, labor and delivery, vaccinations, diseases,...).  If the dispensary is small enough, they may also have individual records. Pregnant women receive a card to track their prenatal visits and children receive a vaccination card, but most do not have a complete personal history available. 

Nevertheless, the government requires monthly reporting across a wide range health information:  # visits, # of pregnancies or births, # of incidents of diseases, dispensed medications, labs performed... Compiling the information takes the staff hours and hours each month and, of course, is very error prone. As you can imagine, lack of comprehensive access to an individual’s medical history can negatively impact diagnosis and treatment. And trend analysis is impossible. 

In 2020-2021 Karimu installed the first IT system at Dareda Kati Dispensary (prior to it becoming a health center). The information system provided a patient data database for exams, diagnosis, and treatment,  tracking inventory of medical supplies, billing and revenue collection, and automated reporting to the government.  According to the staff at the time, once implemented the system:

• Improved trust from patients who receive a paper receipt for payments

• Improved privacy and confidentiality for all patients

• Reduced wait times for registration, medication dispensing, and cash receipts

• Provided immediate access to historical patient data

• Improved inventory management of medications

• Increased revenue from visits, prescription medication, and labs

• Improved computer skills of the staff

The Dareda Kati IT system was expanded in 2022 to both the maternity and outpatient wards as the facility was evolving into a “health center”. 

The government has since developed a new version of the system with significant extensions and a modern, cloud-based architecture with wireless access that can be available throughout a health facility.  This new version is now available to all clinics in the country.  However, it requires a brand new installation, additional equipment (tablets for all staff, internet connectivity bundle, desktop computer, an uninterruptible power supply, a printer for receipts, installation & training. Karimu is upgrading the implementation of the new system in  Dareda Kati and also expanding the system to its remaining buildings.  At the same time we are installing the new system at both Gajal Dispensary and Tsaayo dispensary which Karimu and the community built. 

The district government had requested that Karimu install the new IT system in all 54 clinics in Babati district, but this is beyond our means. We did, however, agree to install IT systems in three dispensaries as part of our 2024 Karimu Social Fund program. The three dispensaries selected by the government are Ayasanda Health Center, Duru Dispensary, and Mawemairo Dispensary.

Karimu has been collecting data (manually) from the dispensaries in Ayalagaya since 2017 and in Arri since 2021. Our staff uses this data to determine the efficacy of our implemented health programs and to help detect health trends in general. You can view much of this data on the Karimu Health Dashboard.   

Benefits:

• Improved patient history, diagnosis, and treatment

• Improved medical staff efficiency

• Improved patient confidence

• Improved planning for the  dispensaries and government

Cost: Karimu cost: $ 17,000