HEALTH MANAGEMENT INFORMATION
SYSTEM
Problems faced by hospitals using the traditional manual
process includes:
• No real time data available to monitor the performance
of the hospital
• Evidence based program management was a challenge
• Undue delays in receipt of data
• Retrieval of old manual records was ineffective and
time consuming.
• Duplication of records
• Monthly reports sent as hard copy which is a real
challenge for data analysis/comparison
• Drug inventory/equipment inventory maintenance.
• Lack of standard names and code
Health Management Information System (HMIS)
• Is an information system specially designed to assist in
the management and planning of health programs, as
opposed to delivery of care (WHO, 2014)
• It is a data collection system specifically designed to
support planning, management, and decision making in
health facilities and organizations.
• According to the Ministry of Health (2010), HMIS was
developed within the framework of the following
concepts: THE INFORMATION IS:
– Relevant to the policies and goals of the healthcare
institution, and to the responsibilities of the health
professionals at the level of collection.
– Functional; it is to be used immediately for
management and should not wait for feedback from
higher levels.
– Integrated; there is one set of forms and no
duplication of reporting
– Collected on a routine basis from every health unit.
(ensure completeness)
COMPLETE – it should provide information on all key
aspects of the health system without duplication
CONSISTENT – if similar information is provided by
different sources, their definitions need to be consistent
CLEAR – it should be very clear what all the elements are
actually measuring
SIMPLE – it should not be unnecessarily complicated
COST EFFECTIVE – the actual usage of each element
should justify the costs of its collection and analysis
ACCESIBLE – data should be held in a form readily
accessible to all legitimate users, and it should be clear
who these people are
CONFIDENTIAL – it should ensure that people without
legitimate access are effectively denied
BASIC ELEMENT OF HMIS
THREE FUNDAMENTAL INFORMATION-PROCESSING
PHASES:
• Data Input -includes data acquisition and data
verification.
• Data Management –also called processing phase
includes data storage, data classification, data update, and
data computation.
• Data Output - includes data retrieval and data
presentation.
EIGHT ELEMENTS OF THE HMIS
A. DATA INPUT
1. Data Acquisition
• Generation and the collection of accurate, timely, and
relevant data.
• Input of standard coded formats (e.g., the use of bar
codes) to facilitate the rapid mechanical reading and
capturing of data.
2. Data Verification
• Authentication and validation of gathered data.
• The quality of collected data depends largely on the
authority, validity, and reliability of the data sources.
B. DATA MANAGEMENT
3. Data Storage
• Preservation and archival of data may be regarded as
part of the data storage function.
• When accumulated data are no longer actively used in
the system, a method to archive the data for a certain
period is usually advisable and
4. Data Classification (aka Data Organization)
• Critical function for increasing the efficiency of the
system when the need arises to conduct a data search.
• Most data classification schemes are based on the use of
certain key parameters.
5. Data Computation
• Data manipulation and data transformation, such as the
use of mathematical models, statistical and probabilistic
approaches, linear and nonlinear transformation, and
other data analytic processes.
• Allows further data analysis, synthesis, and evaluation so
that data can be used for strategic decision-making
purposes other than tactical and/or operational use.
6. Data Update
• New and changing information is accounted for through
the element of data update. The dynamic nature of such
data modification calls for constant monitoring.
C. DATA OUTPUT
7. Data Retrieval
• Processes of data transfer and data distribution.
• Constrained by the time it takes to transmit the required
data from the source to the appropriate end-user.
8. Data Presentation
• Data presentation has to do with how users interpret the
information produced by the system.
• Summary tables and statistical reports may suffice in
presentations.
• The use of presentation graphics for higher-level
managerial decision analysis is particularly encouraged
because these appear to provide a better intuitive feel of
data trend.
LIST OF FUNCTIONS OF HMIS
DETERMINANTS OF HMIS PERFORMANCE AREA
The determinants which affect the HMIS performance may
be Behavioral, Organizational and Technical.
Determinants of
the HMIS
Behavioral Organizational Technical
I. BEHAVIOURAL DETERMINANTS
• The data collector and users of the HMIS need to have
confidence, motivation and competence to perform HMIS
tasks in order to improve the Routine Health Information
System (RHIS) process.
• Lack of enough knowledge on the use of data has been
found to be a major drawback on the data quality and
information use. Motivating HMIS users remains a
challenge.
• Despite training on data collection and data analysis,
people are still having negative attitude on the data, and
hence a lot needs to be done to change people’s behavior,
in order to increase the performance of the (RHIS) process
(Routine Health Information Network, 2003).
II. ORGANIZATIONAL DETERMINANTS
Health workers and data collectors work in organizations’
environments which have value, norms, culture and
practice. The most important organizational factor which
affects the RHIS process is related to structure, resource,
procedure, support services and the culture which is used
to develop and improve the RHIS process.
Having a system in place which support data collection,
analysis and transform it to useful information will help
in promoting evidence-based decision making. Thus, all
components within the system are ideal in making the
RHIS perform better.
III. Technical Determinants
Technical factors involve the overall design used in the
collection of the information.
It comprises the complexity of the reporting forms, the
procedure set forward in the collection of data, the overall
design of the computer software used in the collection of
information.
PRISM FRAMEWORK

Performance of Routine Information System

Management (PRISM)
- this conceptual framework broadens the analysis of
routine health information systems to include the three
key factors which were discussed previously:
1. Behavioural determinants — knowledge, skills,
attitudes, values, and motivation of the people who collect
and use data.
2. Technical determinants — data collection processes,
systems, forms, and methods.
3. Organizational/environmental determinants —
Information culture, structure, resources, roles, and
responsibilities of the health system and key contributors
at each level.

PRISM FRAMEWORK:
• Identifies the strengths and weaknesses in certain
areas, as well as correlations among areas.
• This assessment aids in designing and prioritizing
interventions to improve RHIS performance—which in
turn improves the performance of the health system.
• Defines the various components of the routine health
information system and their linkages to produce better
quality data and continuous use of information, leading
to better health system performance and, consequently,
better health outcomes.