ELECTRONIC COMMUNITY HEALTH

INFORMATION SYSTEM (eCHIS)

Sub-County HMT Training
2nd August 2023
 OUTLINE
Overview of community health services
Primary healthcare policy landscape
eCHIS Sensitization Objectives
Overview of eCHIS
Smartphone features
Navigation of eCHIS application
Login and landing Page
CHP services
CHW tool kit
2rd eCHIS convention status update
CHA and subcounty services 2
 Community Health System
Aim: Creating demand for health services by improving community awareness & positive health Seeking behaviours

A Community Health Unit (CHU)

-Population covered ~5,000
-No of CHPs ~10
-Households covered ~1,000
-No of CHAs 1
-No of HHs per CHP 1/~100
-No of CHCs 5-7

*Source: Community Health Strategy 2020-2025

Community health workforce includes;

CHPs - 107,000 (107%)
CHUs Coverage - 9,100 CHUs (96%)
CHAs/CHOs - 3,250 (34%)
Primary Healthcare Policy Landscape

Community
Digitization
Strategy
[2020-2025]
Overview of the Electronic Community Health
Information System (eCHIS)
 Background
• Constitution of Kenya 2010 devolved delivery of health services including
community health to county governments
• Printing of data tools became a challenge and CHVs worked without
requisite data collection and reporting tools
• There was no uniformity in the way CHVs provided services in
households assigned
• Digitizing delivery of community health services conceived in 2019
 Background Cont’d
• Landscape assessment to understand community health digital
solutions that existed in the country carried out in 2020
– 28 different systems; among them, smart health found and assessed for their suitability for country
community health program

• Smart health application found more compliant to community

health needs and adapted as country eCHIS
• eCHIS Vers.1.0 developed and deployed in Kisumu county in 2022
• eCHIS vers 1.0 enhanced into Vers.2.0 based on user feedback
and emerging needs in 2022
• Currently eCHIS deployed in Migori, Siaya and Kakamega counties
• Plans underway to scale up eCHIS implementation in all the 47
counties by end of 2023
 Strategic objectives for eCHIS adoption
A digital solution that
supports quality → To provide standardized quality of community

community health service health services occasioned by defined workflows

delivery by providing as per national guidelines

What is client management → To improve capacity of community health

eCHIS decision support, workforce to generate and use quality
overview?
performance management Community Health data
and automated data → To improve monitoring and evaluation of key
management processes community health performance indicators (KPIs)
- dashboards
 Functions of eCHIS
e-CHIS serves three main functions;
● Transactional i.e. using eCHIS to conduct the day-to-day
business of community service delivery
● Reporting i.e. using eCHIS to generate case based reports
to support quality assurance activities and aggregate
reports for program monitoring and evaluation
● System administration i.e. using eCHIS to add and
manage organizational hierarchies, users, etc.
 Operational Features of eCHIS

• Household enrollment (enrollment, updates, voiding)

• Service delivery (create, modify, publish and deliver services)
• Commodity management (stock levels, orders, issuance, disposal)
• Client referral (defaulter tracing, 2-way referral)
• Surveillance (detect, notify and investigate diseases and events)
• Messaging (targeted and non-targeted messaging)
• Reporting (client-based and aggregate reports)
• System administration (user management, system support)
 Operational Features of eCHIS

Community
Household Service Delivery Client Community based Commodity Messaging Data Visualization
Level Enrolment MoH Tools: MoH 513/4/5 Referral Management Follow Ups, Immunization, Real time dashboards for informed
Surveillance
HH, CHW+CHEW,.. Referral decision making; targets, KPIs

Sub National Level

(County / Sub-County,
Health Facility) Messaging Data Visualization
Supportive Supervision Performance Mgt. Community based Data Validation
Follow Ups, Immunization, CU Activation, HH Mapping,
Mentorship & Coaching Monitor health indicators, Surveillance QA/QC Checks
Referral Commodity Mgt, …
CHW+CHEW KPIs HH, CHW+CHEW,..

National
Level
Performance Mgt. Community based Data Visualization
Integration in National
Monitor health indicators, Surveillance Leadership & Governance, HR,
Framework
CHW+CHEW KPIs HH, CHW+CHEW,.. Financing
DHIS2,NIIMS, EMR…
 Policy and Legal Context for eCHIS
• Community Health Policy 2020 – 2030
– 3.4.3 A nationally accredited e-health applications may be deployed in order to ensure
quality of community health data collection and reporting

• Community Health Strategy 2020 – 2025

– 5.1.Strategic Objective 1: Develop and implement a harmonized digital community health
information system

• Community Health Digitization Strategy 2020-2025

– Spells out eCHIS functional and non-functional features, its development and implementation
process
 Role of Counties in eCHIS
• Provide digital devices for eCHIS • Support the implementation of this
• Provide routine technical support to eCHIS Strategy within their
sub county and community units jurisdictions
• • Mobilize and allocate resources for the
Perform data quality checks
implementation and monitoring of the
• Upload the data to KHIS eCHIS Strategy at health facility level.
• Train eCHIS users • Joint monitoring of compliance of
• Supervise eCHIS Strategy
• Co-create of the reporting system • Periodic review of eCHIS Strategy
giving the user requirements compliance at the county level
• Document lessons learnt in the • Enforce facility-level adherence to
implementation eCHIS implementation process
 Conclusion
• eCHIS is revolutionizing how community health services are
delivered in Kenya
• The goal is to have every community health promoter in
Kenya use eCHIS to provide community health services at
household level
• eCHIS implementation may seem expensive at the beginning
but in the long run, return on investment will be great
• We call upon all county governments and partners to work
with the national government in supporting implementation
of eCHIS to the last mile
 Objectives of eCHIS sensitization

By the end of the sensitization, participants should be able to:

1. Understand the basic features in a smartphone
2. Navigate the eCHIS App and perform actions.
3. Use eCHIS to provide services at the household
 SMARTPHONE BASICS
PLAY STORE: Click here to BATTERY: Shows the
install a new application current battery power status

GALERY: Click here to view INTERNET: Click here to

your photos and videos access internet

CLOCK: Click here to set alarm CAMERA : Click here to make

a call or check the call list
PHONE : Click here to
take a photo or video

RECENT : Click here to access all MESSAGE: Click here to

applications recently opened send or read a new message

HOME: Click here to go back to the

main menu BACK: Click here to make
one step back
Navigation of eCHIS Application

Division of Community
Health
Download eCHIS Application from Google Playstore

Search for eCHIS Kenya Training

- Click open on the eCHIS Kenya

Training app
- Select Install and allow the app
to get to 100% downloaded

eCHIS App
Access Playstore
on your phone
screen
Login and Landing Page
 Login Page

Enter username as
provided by supervisor

Enter your password and

press Login
Tasks People
Performan
ce
Menu Bar

This tab is mostly used to

confirm that all the work
completed by the CHP is
synchronized.
 CHP Service Delivery

● Household Registration ● Referral follow-ups

● Assessment ● Commodity Management
○ Under 5 Assessment ● Events Based Surveillance
○ Over 5 Assessment ● Muting and Death
● Immunization Service Reporting
● Pregnancy Home Visit ● Sexual and Gender Based
service Violence
● Postnatal home visit ● Economic Survey
service
● Family Planning service
● Defaulter tracing
Household Registration
 New Household Registration

CHP Area

Accessed through “People” tab

Click on this icon to

register a new household
 New Person Registration

Select household
to add the new
CHP Area
person

Click on the New person icon

Editing Person or Household

- Select the
Household or
Person to edit
- Click on the three
dots at the top
right and use the
to edit the
details
 Under Five (5) Assessment

1. Ensure the selected client is

UNDER 5 yrs old 3. Select Assessment 4. Fill in the details of the client and
service ensure to submit once completed
2. Select the New Action +
 Over Five (5) Assessment

1. Ensure the selected client is OVER 5 yrs old

2. Select the New Action +
3. Select Assessment service 4. Fill in the details of the client and
ensure to submit once completed
 Pregnancy Home Visit Service (As a New Action)

- This Action is only

available for a
client who has
been registered to
be pregnant
- This action is used
for subsequent
pregnancy visits
until delivery

1. Click on the New Action Tab 3. Fill in the form to the end and submit
2. Select the Pregnancy Home Visit Service
 Pregnancy Home Visit Service (As a Task)

1. Click on the task

tab
2. Pregnancy Home
visit service
appears as a task

3. Select the task on

Pregnancy Home
Visit Service

4. Fill in the form to the end and submit

5. The task will disappear after submission
 Mother and Newborn PNC Home Visit Service

1. Click on the New Action Tab 3. Fill in the form to the end and submit
2. Select the PNC (Mother and Newborn) Service
 Newborn PNC Home Visit Service

- Appears as a Task under the task bar if any danger

4. Fill in the form to the end and submit
sign is selected in the previous action for the baby
5. The task will disappear after submission
- Select the task and fill in the baby’s details
 Family Planning Service

1. Click on the New Action Tab 3. Fill in the form to the end and submit
2. Select the Family Planning Service
 Immunization Service

1. Form appears for all under 5’s 3. Fill in the form to the end and submit
2. Select New Action tab and select
Immunization Service
 Death Reporting

1. Form appears for all registered people 3. Fill in the form to the end and submit
2. Select New Action tab and select 4. Ensure to connect to internet to sync your
Death Report Service data and send a task to the CHA to approve
the death request
 Muting Service

3. Fill in the form to the end and submit 3. Once approved by the CHA,
1. Form appears for all registered people
4. Ensure you connect to internet to the muted client is GREYED out
2. Select New Action tab and select Mute
sync your data and send a task to the and the CHV will not receive
Person or Mute Household Service
CHA to approve the muting request more tasks for the client
 Unmuting Service
1. Form appears for all MUTED people
2. Select New Action tab and select Unmute
Person or Mute Household Service
3. Fill in the form to the end
and submit
4. Ensure you connect to
internet and sync for the
CHA to confirm the request
5. The person will be
UNMUTED once the CHA
confirms and the CHV can
now receive tasks and
perform actions
 Defaulter Tracing

1. Click on new action +

2. Click on defaulter follow up 1. Fill the form based on scenario 1. Click on the submit button
2. Click next at the bottom
 Community Event Based Signal (CEBS) Signal Report

CHP Area

CHP Area

1. Click on new action 3. Select the relevant signal to be reported 5. Ensure you submit the service once
2. Click on CEBS signal report 4. Click next at the bottom complete
 Commodity Count

CHP Area

CHP Area

1. Click on commodity count 1. Fill in the sections provided and click

2. Click on next on the next next.
window
2. Continue filling the areas selected 1. Click on the submit button
and click next
 Commodity Return

1. Click on commodity Return

1. Fill in the sections provided and click
2. Click on the category to be next.
returned & click on the list to 1. Click on the submit button
be returned
 Referral Follow up

Referral Follow Up
Referral follow up tasks will be triggered based
on service rendered.
Types of referral follow up
1.ANC danger sign
2.PNC danger sign referral follow up
3.Immunization Referral follow up
2.GBV referral follow up
3.Growth Monitoring
4,Under 5 danger sign referral form
 CHW TOOL KIT
Equipment Medicines/Consumers Others
⮚ Albendazole ⮚ IEC Materials
⮚ Backpack bag 400mg/Mebendazole 100mg
⮚ Amoxicilin DT- 250mg ⮚ Commodity
⮚ Glucometer and
glucometer strip ⮚ Artemether Lumefantrine Register, tools,
⮚ Color Coded Salter Scale ⮚ Paracetamol 500mg referral forms
⮚ Tetracycline Eye Ointment 1%
⮚ Comprehensive first aid
Low Osmolarity Oral
⮚ Female
box ⮚
Rehydration Salts (ORS) condoms
⮚ BP Machine
⮚ Biohazard Box 20.5g/L ⮚ Male Condoms
⮚ Biosafety Box ⮚ Zinc Sulphate 20mg ⮚ Medical
Digital Thermometer ⮚ Povidone Iodine Solution
⮚
Chlorine/flocculant (coagulant
Dispensing
⮚ MUAC Tape ⮚
and disinfectant) Chlorine-clear Envelopes
water.

⮚ PHONE
HOW TO USE MUAC TAPE
WEIGHT TAKING USING SALTER SCALE
GLUCOMETER
BP MACHINE
DIGITAL THERMOMETER
FIRST AID KIT
 SAFETY BOX
The safety box is designed
for safe deposal of medical
sharps and needles which
may otherwise result from
injuries and pricking of client
BIOHAZARD BOX

Biohazard containers are used for the

disposal of waste that may be
contaminated with pathogens that present
a danger to people and the environment. A
biohazard container should be fully
closable, should be free of leakages during
handling, storage or transport and be
properly labelled with the appropriate color-
coded label. Biohazard containers must be
closed prior to handling and shipping
 REPUBLIC OF KENYA

CHA Services
● SGBV Referral Follow-up ● Community event
● Death Confirmation ● CHV Supervision
● Mute Confirmation ● CHU Supervision
● Signal reporting and verification ● CHV unactioned tasks’ follow-up
● Commodity Order ● Client refusal for referral follow-up
● Commodity supply
● Commodity return
● Commodity discrepancy resolution
 SGBV Referral Follow-up

- Ensure you submit after the

1. Accessed as a task from the CHP
service to complete this task
2. Select the Death Confirmation task - Task disappears after submission
 Death Confirmation

3. Fill in the form to the end and submit

1. Accessed as a task from the CHP 4. Ensure to connect to internet to sync your
2. Select the Death Confirmation task work approve the death request
5. Once the death is approved no more
action can be performed on the client
Mute Confirmation- Person and Household

● Accessed as a task from the CHP

● Select the Death Confirmation
task

● 3. Fill in the form to the end and submit

● 4. Ensure to connect to internet to sync
your work approve the mute request
● 5. Once the muting is approved no more
tasks for the client will appear until when
the client is unmuted
 Commodity Supply

3. Fill in and ensure to submit once you

1. Select the New Action
complete the service
2. Select Commodity Supply service
 Commodities Order

● Select the specific CU Ensure you submit once the

● Click on the New action service is complete
● Select Commodities Order
 Commodity return

- Appears as a task in the task tab Ensure you submit once the
- Select Commodity Return Form service is complete
Community Event
 CHP Supervision

1. Under the profile of the CHP,

select the New Action Ensure you submit once the
2. Select CHP Supervision service is complete
 CHU Supervision

1. Select the New Action

2. Select CHP Supervision Ensure you submit once the
service is complete
• END