UNIVERSITY FOR DEVELOPMENT STUDIES

A REPORT ON INDUSTRIAL ATTACHMENT AT AFRANCHO GOVERNMENT HEALTH CENTRE (AHC)

AFRANCHO – KSI ASHANTI

PREPARED AND SUBMITTED BY:

YEBOAH CHARITY
(FMS/0232/17)

TO

THE FACULTY OF MATHEMATICAL SCIENCE OF THE UNIVERSITY FOR DEVELOPMENT STUDIES,

IN PARTIAL FULFILMENT OF THE AWARD OF
B.Sc. STATISTICS

ACKNOWLEDGEMENT

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The success of this report is attributed to the immeasurable wisdom, guidance and blessings of Almighty God
throughout the attachment period and I am sincerely grateful for his kindness. I wish to extend my profound
gratitude to the University for Development Studies especially, the Faculty of Mathematical Sciences to be
more specific for their efforts and also exposing me to the work experience through this attachment programme.

I express my heartfelt gratitude to the Accountant Mr. Frank Kyei Mensah for giving me the opportunity to
have my industrial attachment in the hospital.

My appreciation also goes to Mr. Richard Anan Clottey who was also my immediate supervisor and Mr.,
Johnson Mintah Bonsu for their encouragement and support during the three-month attachment period, and to
all the National Service personnel, for their love and friendliness during the period. I say may God richly bless
them all.

Special appreciation goes to Mrs., Kate Agyemang, Richard Dore Nattey for their support, encouragement and
love throughout my stay at the Health Center. I just want to say may the good Lord richly bless them

Again, much appreciation goes to my dad Mr. Kennedy Yeboah and my mum Mrs. Hannah Yeboah for their
advice and support both financial and physical. May the almighty God richly bless you.

Finally, I am grateful to everyone who contributed in making this attachment and report a success. May God
richly bless you all?

EXECUTIVE SUMMARY

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This report contains the history and profile of Afrancho Government Health Centre which helps readers to know
and understand how the hospital operates and improve the betterment of the people of Afrancho Community
and perhaps Ashanti Region as a whole. Also, various departments in the hospital are outlined along with their
vision, mission and how they all interrelate and work at their maximum level to enhance productivity of the
community.

Furthermore, the report is presented to the University for Development Studies (UDS) as a compulsory
supervised industrial attachment. This is an integral part of the award of B.Sc. Degree in Statistics.

This program is an essential component of the training or academic curriculum of the department which entreats
that, the student is annually exposed to some industrial experience. This is usually for a minimum of eight (8)
weeks during the third trimester period of every year in May-August. The institution is expected to utilize the
student within the period and the student is also expected to submit a report to the institution after the period
and then to the department.

The departments of Records and NHIS claims office, where I was attached to is engage with numerous
activities which helps the hospital to operate at its maximum potentials. Some of these are as follows;

Capturing of demographic data of patients in folders, electronic registration of patients with the NHIS and e-
Archive, updating of patients insurance status in the NHIS, bar-coding of patients folders, retrieval of out-
patients folders daily, issuing of receipts to every payment made to the department, entering of diagnosis into
the PDEL software and filling and sorting of folders.

Also, the report includes the experience I gained during my twelve (12) weeks of service and training. My
exposure at the Hospital precisely at the Records and NHIs claims office endowed me with several skills and
ability that will be beneficial to me in the near future. I learned the ability to co-operate with staffs in an
organization since I was exposed to different customers, workers, leaders and mangers at the hospital with
different personal characteristics. The internship I undertook will help in shaping my future career prospects in
the hospital. It helped me understood the rules and regulations governing the Hospital and also safety
procedures, ability to work overtime and also prepare oneself to deal with working stress.

The report thus, attempts to access the capabilities of the AFC to work effectively to make the Afrancho
community a better place to be.

The report recommends that the Hospital should take steps to ensure that the Records and NHIS office
department staff are properly recruited and trained, good and monitoring mechanisms of the activities of the
staffs should be put in place to check the output of the staff members.
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Table of Contents
ACKNOWLEDGEMENT................................................................................................................i

EXECUTIVE SUMMARY.............................................................................................................ii

CHAPTER ONE (1)………………………………………………………………………………1

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 1.1 INTRODUCTION………………………………………………………………………….1

1.2. OBJECTIVES OF THE INDUSTRIAL ATTACHMENT..............................................2.

1.3. TASKS FOR THE STUDENT........................................................................................2.

1.4. METHODOLOGY...........................................................................................................2.

CHAPTER TWO (2)......................................................................................................................3.

2.1. CORPORATE PROFILE OF THE AFRANCHO GOVERMNENT HEALTH CENTRE (AHC)

………………4.

2.2. LOCATION AND CONTACT OF AHC…………………………………………………5

2.3. MISSION, VISION & CORPORATE VALUES......................................................……..5.

2.3.1. MISSION.........................................................................................................................5.

2.3.2. VISION........................................................................................................................5.

2.3.3. OBJECTIVES..............................................................................................................6.

2.4. THE ORGANIZATIONAL STRUCTURE OF THE AHC...........................................….7.

CHAPTER THREE (3)…………………………………………………………………………...8

3.1. DEPARTMENTS UNDER THE AFRACNO GOVERNMENT HEALTH CENTRE……8

3.1.1. RECORDS/STATISTICS DEPARTMENT……………………………………………….9

3.1.2. OUT PATIENT DEPARTMENT…………………………………………………………9

3.1.3. THE EYE DEPARTMENT………………………………………………….....................9

3.1.4. THE LABORATORY DEPARTMENT…………………………………………………....9

3.1.5. REPRODUCTIVE CHILD HEALTH……………………………………………………..10

3.1.6. THE MATERNITY DEPARTMENT……………………………………………………..10

3.1.7. DISEASE CONTROL UNIT………………………………………………………………10

3.1.8. THE PHARMACY DEPARTMENT………………………………………………………10

3.1.9. THE ACCOUNTS DEPARTMENT……………………………………………………….11

3.1.10. THE GENERAL WARD DEPARTMENT……………………………………………….11

3.1.11. THE ADMINISTRATION DEPARTMENT……………………………………………..11

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CHAPTER FOUR (4)…………………………………………………………………………………..12

4.1. PERSONAL INPUT AND EXPERIENCE................................……………....................12

4.2. ATTACHED DEPARTMENT.......................................................................................12

4.3. ACTIVITIES/PERSONAL INPUT................................................................................12

4.4. EXPERIENCE AND KNOWLEDGE ACQUIRED......................................................13

4.5. CHALLENGES FACED DURING THE ATTACHMENT PEROID………………....14

4.6. GENERAL OBSERVATION………………………………………………………….14-15

5.0. CONCLUSION.............................................................................................................…15-16

6.0. RECOMMENDATION.....................................................................................................17-18

7.0. REFERENCE.........................................................................................................................18

8.0. APPENDIX.............................................................................................................................18

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 CHAPTER ONE (1)

1.1 INTRODUCTION
The industrial attachment forms part of Third Trimester Field Practical Program of the curriculum of the
University. The attachment was instituted officially for the third year (level 300) students about four
academic years ago, even though other students (level 100 and 200) can pursue the program voluntarily
but will not be graded on it. Practical training in a company is an essential part of the course structure in
the University for Development Studies (UDS), Faculty of Mathematical Science (FMS).
During this period, students blend academic work with industrial work to acquire additional practical
experience to complete their course in the university. They are also exposed to training and practices
which equip them for their future career.
The above mentioned felt needs coupled with dynamic nature of development issues, the curriculum of
the TTFPP was consequently reviewed to incorporate industrial attachment as an integral component for
the Third Year Student of this and other allied campuses of the University. This was in line with the
vision and mission statement of the University as well as the aims and objectives of the TTFPP which
forms a major component of the training curriculum for the University for Development Studies.
This report serves to summarize the activities and experience gained with Afrancho Government Health
Centre at the Records department during the attachment.
The experience gained during the attachment together with a report, has helped me to fulfill the
objectives of the Third Trimester Field Practical Program (TTFPP).

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 1.2 SPECIFIC OBJECTIVES OF THE SUPERVISED INDUSTRIAL ATTACHMENT

Objectives include;

 To provide students with an opportunity to apply their academic knowledge in real work
situation thereby bridging the gap between university academic work and actual practice.

 To expose the student to work methods and ethics not taught in the class and to provide access to
products and equipment normally not available in the university.

 To make transition from school to the world of work easier and to enhance links and contacts for
job placement.

 It seeks to offer students the practical translation of the theory they have been taught.
 To train students to develop good attitude towards work and people.
 To meet requirement of graduation from the Faculty of Mathematical Sciences of the University
for Development Studies.

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1.3 RESEARCH METHODOLOGIES

Various methods and techniques were employed to gather information for the successful outcome of this
report. Methodologies employed include;

 PERSONAL OBSERVATION

This method helped me know reasons why AHC is a renowned bank and why most people see it
to be one of the best banks in the country. In my observation, I realized that the bank has good
policies and hardworking staff who have the wellbeing of its customers at heart. Again I observed
that work at the bank moves on very smoothly due to the cordial and friendly relationship that
exists between the staff of the bank and the customers.

 INTERVIEWS

Interaction with staff at the Records department helped me to gather certain information about the
activities done at the department and the bank as a whole.

 SECONDARY DATA

This helped me to get information on the history of the bank and the organizational chart of AHC

 KEY INFORMANT

Personalities like the Accountant Departmental officers were contacted for some sensitive
information about the organisation.

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 CHAPTER TWO (2)
2.1 CORPORATIVE PROFILE OF THE AFRACHO GOVERNMENT HEALTH CENTRE
Afrancho Health Center is located at Afrancho, in the Ashanti region of Ghana. Afrancho is a rapidly
expanding town of about 1,000,000 residents. Located on the main Kumasi trunk road, Techiman is
15km North of North and 10km North of Kumasi.
The Hospital started as an Out-Patient Clinic in 1970 by use of someone’s residence who gave it as a
gift. In 1975, a Maternity Ward was added and in 1988 the first doctor was employed. In 1975 it was
registered as an Afrancho Health Center after the addition of more wards. In 1980 the current Out-
Patient Department was built. Afrancho health center acts as a District (level C) for a diameter of at least
25km spanning Afrancho to Buoho – South to the North with Kodie to Tease North to the South, an area
of approximately 12.2sq kilometers. It refers patients mainly to the teaching hospitals-Komfo Anokye in
Kumasi and Korle-Bu in Accra.
The Health Centre enjoys government subvention in the form of salaries for 80%of the staff, and
occasionally benefits from the office and Administration support fund and some medical supplies
It is a Health Center with bed capacity of 15 beds, the total OPD attendance in 2016, including
attendance at the Emergency was 31,162. The total admission was 30,765 whilst the major surgery was
397... The Health Center had a total staff of about 64, out of which nine (3) of them were Physician
Assistant (4), Staff nurses (2), Enrolled nurse (30), Community Nurse (15), Midwife (8), Dispensary (5)
and records (7) including me and accounts office (8) .

2.2 LOCATION AND CONTACT OF THE AHC

Postal Address: P. O. Box 3, Kodie Afigya Kwabre
Tel: 0244 828752
Email address: kyeimensah778@gmail.com

2.3 VISION, MISSION AND OBJECTIVES OF THE AFRANCHO GOVERNMENT HEALTH

CENTRE

2.3.1 VISION STATEMENT

To continue in bringing healing to the greatest possible number of people in the provision of total
quality patient care through healers with good ethical and moral standards; who are

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 conscientious as well as professionally competent, motivated and united in their common respect
for fundamental human values.

2.3.1 MISSION STATEMENT

To continue the healing through the provision of holistic, affordable and accessible quality health care to
all manner of persons. Especially the poor and the marginalized based on Ghana Health Service
principles.

2.3.2 OBJECTIVES

The objectives, programmes and activities are drawn around the four thematic areas of the Ministry of
Health notably.
 To provide curative and preventive healthcare services to all clientele.
 To provide effective 24 hours emergency service in the hospital.
 To continuously improve the health status and reduce inequalities in health outcomes to all
populace in the catchment area
 To ensure the provision of quality healthcare to all clients by working in collaboration with all
health partners.

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 2.4 ORGANIZATIONAL STRUCTURE OF THE AFRANCHO GOVERNMENT HEALTH
CENTRE
DISTRICT DIRECTION OF
HEALTH SERVICES

DEPUTY CHIEF
ASSISTANT FACILITY
DIRECTOR MANAGEMENT
COMMITTEE

PHYSICIAN
ASSISTANT

HEAD OF
PHARMACY
NURSING PUBLIC
SENIOR TECHICIAN HEAD OF
OFFICER HEALTH HEAD OF
MIDWIFE FINANCE
NURSE LAB.

STAFF NURSE MIDWIFE REVENUE LAB

PHARMACY COMMON OFFICER TECHICIAN
ASSISTANT HEALTH
WORKER

MIDWIFE
HEALTH LAB. ASSISTANT
ASSISTANT
ASSISTANT PHARMACY DISEASE
CLINICAL ASSISTANT CONTROL
OFFICER

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 CHAPTER THREE (3)
3.1 DEPARTMENTS UNDER THE AFRANCHO GOVERNMENT HEALTH CENTRE
The various departments within the health facility are as follows;

3.1.1 RECORDS/STATISTICS DEPARTMENT

The records/statistic department is responsible for the following activities which includes;

THE MAIN RECORDS

 Capture of demographic data of patients in folders.

 Electronic registration of patients with the PDEL software
 Updating of patient insurance status in the PDEL software
 Generating of Bar-codes for patient folders (case notes).
 Bar-coding of patient folders
 Retrieval of patient folders daily (both in-patient and out-patient).
 Filing of patient case notes (folders) both in-patient and out-patient.
 Daily entry of diagnosis of patients from the consulting room and dispensary unit.

THE STATISTICS

 System maintenance and monitoring on both NHIS and PDEL

 Supervision of activities at the main records.
 Collection and collation of hospital clinical and service reports.
 Monitoring trend of clinical events and advice management through routine reports.
 Collection, collation and submission of clinical reports to next levels through the
District Health Information system (DHIMS).
 Local, District, Regional performance review of clinical indicators.
 Conducting operational research for decision making both locally and next level.

3.1.2 OUT PATIENT DEPARTMENT (OPD)

The Out Patient department which is popularly known as OPD is one the department in the
hospital and it plays a vital role in the day to day activities of the facility.
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 The OPD department is responsible for the following activities;
 They take vital signs (BP, weight, height, temperature).
 Triage very ill patients and ensure proper treatment and care.
 Consult with clinicians at the consulting rooms.

3.1.3. EYE UNIT

The eye department is responsible for eye treatment and also gives medications and medicated spectacles for
their patients.

3.1.4. THE LABORATORY/SCAN DEPARTMENT

The laboratory is responsible for the following activities and they include;

 Blood screening
 Test for malaria, hepatitis B Screening and Vaccination, Typhoid fever and HB(patient with low iron)
 Scan pregnant woman
 They test to see if the person is having fibroid

3.1.5 REPRODUCTIVE CHILD HEALTH(RCH)

The RCH department is responsible for weighing of children from 0-5 years and also inject preventive drugs.
They also give advice on family planning and the kind of food mothers are supposed to give to their babies.

3.1.6 MATERNITY DEPARTMENT

The maternity department is responsible for delivery (SVD) and also see to it that the pregnant woman takes
their Antenatal care and postnatal care seriously.

3.1.7 DISEASE CONTROL/ HEALTH INFORMATION

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The disease control and the health information are responsible for ensuring that patients are prevented from
infectious and contiguous disease and sometimes give counselling especially patients with H.I. V/A.I. Ds
(ART).

3.1.8 THE PHARMACY DEPARTMENT

The unit operates under the procurement and supply chain management department in the health
center. The following are some of the activities of the pharmacy department;
 They ensure availability of drugs at the hospital.
 Administer drugs to patients.
 They work with clinicians to meet standard prescription of drugs to patients.

3.1.9 THE ACCOUNTS DEPARTMENT

The accounts department in the facility is responsible all monetary aspect. These are some of the
activities of the accounts department;
 In charge of income and expenses at the hospital.
 Ensure submission of hospital claims to NHIS office and private companies.
 Oversee capital investment.

3.1.10 THE GENERAL WARD DEPARTMENT

The general ward department is responsible for the following;
 They take care of in-patient clients at the various wards in the hospital for less than
24hours.
 Administering of drugs to patients.
 Helping doctors to go on rounds to examine in-patients.
 Assisting patients who need intensive care.

3.1.11 THE ADMINISTRATION DEPARTMENT

The administration is one of the department in the hospital and they are responsible for the
following activities;
 They are in charge of general administration and recruitment of staff at the hospital.
 Effective management of hospital resources.
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  Playing managerial role to ensure standard operations at the hospital.
CHAPTER FOUR (4)
4.1 PERSONAL INPUT AND EXPERIENCE
The chapter gives detailed understanding about the activities, experience and knowledge I acquired
during my short term service of internship at the Afrancho Government Health Centre.

4.2. ATTACHED DEPARTMENT

As a Statistics student in our prestigious institution, I was fortunate to be assigned to the department of
Records and NHIS claims office where I gained numerous experiences and knowledge by undertaken
several activities.

4.3 ACTIVITIES/PERSONAL INPUT

 Capture of demographic data of patients in folders.
 Electronic registration of patients with the NHIS and e-Archive.
 Updating of patient insurance status in the NHIS.
 Bar-coding of patient folders.
 Retrieval of out-patient folders daily.
 Issuing of receipts to every payment made to the department.
 Entering of diagnosis into the PDEL software.
 Filing and sorting of folders
 Preparing of tally cards and duty rosters for monthly report.

4.4 EXPERIENCE AND KNOWLEDGE ACQUIRED

Professionally, I had the opportunity to practice field work and some academic work I acquired from school
during the attachment program. Examples are folder filling which aided me to improve on my social life
through interaction with customers either working under pressure with or without supervision.
Morally working in the hospital had exposed me to various health situation or condition. It has thereby
inculcated in me sympathy for the poor and above all the will to prevent myself from contracting certain
communicable diseases.

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Personally, my confidence level has improved greatly, my interaction with people and top official paved
some social contact for me. Good friend was made, efforts to understand people and ability to use and
manipulate electronic gadgets working under stress condition could not be over worked.
I also acquired a new skill of folder filling, billing of health insurance claims and pulling of folder and
registering of new patients.
I have acquired the experience of using both the NHIS and PDEL software to register patients.
How to use the scanner and printer during working hours.

How to enter claims for out-patients.

How to perform multiple tasks

How to manage monetary affairs
How to keep records of money both income and expenditures
How to generate NHIS claim codes.
4.5 CHALLENGES FACED DURING THE ATTACHMENT PEROID
The challenges I encountered at Afrancho Health Centre are as follows,
Initially, I found it unbearably difficult dealing with troubles, illiterate and very old age customers.
However, I found my self been adapted to it after few days at work.
It was a bit challenging the first week registering of patients and issuing receipts since deepening of
figures on receipts was not accepted.

The size of the records office makes filling and retrieval of patients’ folders very tedious.
There is no form of orientation for students coming for attachment which make it difficult for students to
get well acquainted with the environment.
Few computers available for the registration which leads to the queuing of patients

4.6 GENERAL OBSERVATION

In the twelve weeks of attachment with Afrancho Health Centre, it was observed that the health center has a
critical philosophy which uniquely distinguishes it from other competing health center. Thus, the facility has
an unwavering excellent services and this always made even the rudest patient leave the facility feeling not
only good but also overwhelming satisfied.

I can confidently say that Afrancho Health Center (AHC) has contributed enormously to the success of my
academic development as well my social life since I met a lot of people during my stay at the Health Center.

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It has also given me the experience in work ethics and also broadened my knowledge about the course of
study.

During the period of my attachment, I observed that there is a very good cordial relationship among the staff
and a friendly relationship between staff and clients which makes working condition very conducive and the
workers are serious in discharging their duties.
The Health Center has skillful and knowledgeable staff who help to provide better service for its clients
which makes the Health Center being considered as one of the best in the district.

I have really enjoyed my stay at the hospital and wish and pray life provides me the opportunity to be there
again.

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5.0 CONCLUSION

It is acknowledged that industrial attachment is very important and helpful and should be encouraged so
that students can learn more about the career they want to pursue in future. The industrial attachment as
part of the University academic programme is a very good platform that impacts practical working
experience to students. It also motivates students of the university as compared to students to other
universities to undertake their respective responsibilities without fears.

Also AHC is a good place for students who want to do their industrial attachment, because the staff are
willing and ready to accept and give students the opportunity to learn from them. I can also confidently
say that, I have gained much experience on how to use the NHIS and PDEL software since similar
software are been used in most Health Center.

The skills and experience acquired from the attachment with facilities has really broadened my horizon
as far as statistics is concern. I am better sinking into much of the theoretical concepts taught school; I
could perform multiple tasks and also operate under little or no supervision

I am better therefore and can now reconcile most of the theoretical principles studied at the university
with the practical aspect the work place.
I am therefore looking forward to take up many responsibilities in further attachments to make me a
worthwhile in my course of study.

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6.0 RECOMMENDATIONS

The following are recommended to ensure that the facility keeps running forever and also more effective
care;

 Management should provide a modernize way in making payments such as mobile money
system of payment, e-Zwich. This will be more convenience to help patients when there is an
emergency.
 Provision of electronic machines which generate receipts.
 Provision of more computers for registering, entering of patient’s information and generating of
claim codes to reduce pressure at the facility.
 Management should provide measures such as security measures to protect the revenue
collectors.
 The records office should be expanded so that more shelve will be created for the patients folders
to be field. This will help the workers in the records office to work faster.
 Provision of mobile phones used in generating of claim codes when the network is very slow to
avoid the queuing of patients.
 Management should introduce an electronic way of managing information such as patient’s
records.
 Management should also employee more people into the statistics department since of the work
are done by the attaches.
 There should be a laid down procedures for monitoring workers as well as some motivational
packages for workers who establish themselves well.

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7.0 REFERENCES

1. Mr. Bonsu Mintah Johnson (Bio statistician)

2. Mr. Kyei Mensah (Accountant)
3. Miss Florence (Head of Records Department)
4. Ghana Health Service Achieves (www.ghanahealhtservice.org)

8.0 APPENDIX

AHC – AFRANCHO HEALTH CENTER

OPD – OUTPATIENT DEPARTMENT

DHIMS – DISTRICT HEALTH INFORMATION SYSTEM

NHIS – NATIONAL HEALTH INSURANCE SCHEME

PHIS – PATIENCE HOSPITAL INFORMATION SYSTEM

SVD – SPONTANEOUS VAGINAL DELIVERY

ANC – ANTENATAL CARE

RCH – REPRODUCTIVE CHILD HEALTH

ART – ANTI-RETROVIRAL TREATMENT

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