CBCHS’ New Data Management System Takes Full Gear

CBCHS’ New Data Management System Takes Full Gear

By Amedia Anyang

The administration of the CBC Health Services has been working on improving its internal management by instituting and scaling out the Planning, Monitoring, Evaluation and Learning (PMEL) system. The first ever training and coordination meeting which held on November 3, 2021 comprised of key stakeholders in the likes of Administrators, PMEL Officers and Data Clerks/Statisticians from the different facilities of the CBC Health Services.

The PMEL system will inform the organization for constructive growth, not based on human exigences, but using planned and analyzed data. Over the years, the CBCHS has been running the Health Management Information System (HIMS), a data management system, used in collecting patient data for reporting and analysis. After an organizational assessment was conducted in 2015 and gaps identified at the levels of data collection and analysis, this led the management supported by the Liliana Foundation to respond by building a new system, the PMEL system. This was a result of several key meetings with major stakeholders in the system to determine what this system should look like. The PMEL system was piloted within 2019 and 2020 in Mboppi Baptist Hospital, Bonaberi Baptist Health Center and Kribi Baptist Health Center respectively. The PMEL system includes a client feedback system, amongst others which will enable clients to properly channel their feedback of the services received. Another component is the Tax and Planning System, to organize the schedules of management and personnel.

This system which is time based, and sustainable to keep information for generations, has as of October 2021 been scaled out to 35 of 41 facilities, and to some programs. This will also enable the administration to have information about any programs after they are long terminated and its personnel long retired. The strategy is currently at Phase 2 which involves scale out to all facilities, with Phase 3 being the Implementation phase due to begin in 2022. “This system should help us to be resilient, manage our resources well, manage our operations well such that it will be easy to identify where help/equipment are needed and send the necessary solutions to them. Decisions for transfers, appointments or hiring will become more objective and clearer,” declared the PMEL Manager, Mr. Achataseh Godwill. The Administrator for Banso Baptist Hospital, Mr. Jean Sama, expressed his satisfaction and enthusiasm towards this strategy, stating that he is hopeful it will improve their services, especially customer feedback, and help them to carry out better and more informed decisions. “Recently, we were able to put together statistics of out-patient and in-patient attendance, submit reports quarterly, and in reviewing data we realized that some stations were doing relatively better than others with limited resources in terms of human resource. So, we gave an opening for staff to volunteer to assist those stations like in Ndu, Jikijem, Bangolam, and we have about 40 staff who stepped forward to answer the call. This was very encouraging,” the BBH Administrator beamed. According to Mme Nyeme Rose, Assistant Administrator for Bonaberi Baptist Health Center, she was overjoyed by the understanding she acquired during the training because when she first heard of the program, she thought it would be unnecessary work as she didn’t understand its importance. “I am going back motivated to work with the statisticians and other focal persons to deliver reports not only on monthly basis but on a weekly basis in some aspects, and will supervise to be sure that PMEL is practiced effectively, because , I also want the staff to benefit from this service,” she stated. Working towards providing quality care to all, the PMEL system has 4 main targets it hopes to reach. Firstly, it hopes to garner a comprehensive, harmonized and integrated system for a resilient CBCHS, meaning the organization should be prompt in identifying and responding to problems. This should result in improved services, responsive services, evidence-based services, and sustainable services. Secondly, there should be improved decision making, characterized by time and accuracy, and based on need, not personal judgements. Thirdly, improved feedback processes which avoids bottle-neck bureaucracy, and fosters Bottom-Up and Top-Down free flow of information. Fourthly, better integration among staff and lastly, better management of resources, assets, finances, in order to avoid leakages and waste. “Every organization needs a system, and an organization without a system is like driving a car without a dashboard to detect problems when they arise,” says Mr. Achataseh Godwill. The PMEL system coordinators are rooting for a sustainable CBCHS offering quality services they are hopeful that this system, though coming as something new to improve services will be welcomed by the personnel irrespective of level. They will continue communicating, educating and sharing this vision so that it can be properly understood and put to effective use for this current generation and others to come.

first heard of the program, she thought it would be unnecessary work as she didn’t understand its importance. “I am going back motivated to work with the statisticians and other focal persons to deliver reports not only on monthly basis but on a weekly basis in some aspects, and will supervise to be sure that PMEL is practiced effectively, because , I also want the staff to benefit from this service,” she stated. Working towards providing quality care to all, the PMEL system has 4 main targets it hopes to reach. Firstly, it hopes to garner a comprehensive, harmonized and integrated system for a resilient CBCHS, meaning the organization should be prompt in identifying and responding to problems. This should result in improved services, responsive services, evidence-based services, and sustainable services. Secondly, there should be improved decision making, characterized by time and accuracy, and based on need, not personal judgements. Thirdly, improved feedback processes which avoids bottle-neck bureaucracy, and fosters Bottom-Up and Top-Down free flow of information. Fourthly, better integration among staff and lastly, better management of resources, assets, finances, in order to avoid leakages and waste. “Every organization needs a system, and an organization without a system is like driving a car without a dashboard to detect problems when they arise,” says Mr. Achataseh Godwill. The PMEL system coordinators are rooting for a sustainable CBCHS offering quality services they are hopeful that this system, though coming as something new to improve services will be welcomed by the personnel irrespective of level. They will continue communicating, educating and sharing this vision so that it can be properly understood and put to effective use for this current generation and others to come.