I express my sincere gratitude to the Almighty God for his protection and guidance through the attachment period.
I will humbly acknowledge the management and staff of Sunyani Regional Hospital Records Department, especially to Mr. Peter Amponsah Manu, Madam Elizerbeth kyeraah as the Supervisors at Medical Records Department and Mr. Sanyo, the senior manager of Live Records for their guidance, encouragement and also the knowledge impacted which has been a great help.
Finally, I would like to thank my parent and family for your support both in prayers and financially throughout this attachment period, for your encouragement and all who helped in diverse ways to make this attachment successful. I say God richly bless you.
I dedicate this report to Jesus Christ for his divine inspiration and motivation.
Secondly, I dedicate this report to my mother Madam Grace Akosua Krah and loved ones who through their cordial relationship made this attachment and report a success.
Industrial attachment is one of the requirements needed in order to obtain the Higher National Diploma (HND) Certificate as instituted by the National Accreditation Board.
It is a well structured skill training programme forming part of the approved academic standard intended for students to involve themselves, gain practical, managerial and or hand-on experience that pertains the area of course of studies. It also gives the student chance to solve real world problems. For the first two years in school, students have to spend their second semester vacation going through the industrial attachment. Students are required to cumulatively spend a minimum of 24 weeks on the practical industrial training in order to qualify as HND graduates.
OBJECTIVE OF THE INDUSTRIAL ATTACHMENT
As part of the education reform programme, the polytechnics are upgraded to a tertiary level to provide training and the needed skills to meet the nation’s professional, scientific and technological needs.
However, industrial attachment programme has been attached to the academic curriculum where Higher National Diploma (HND) students are allowed to undergo industrial training to enable us to be more enlightened with what is happening in our present day environment to build upon what has been learnt in school.
Hence HND students of the Polytechnics are required to serve an attachment with various organizations and write a report to the institution.
This attachment in one way or the other creates job opportunities if the participant puts up their best behavior and efforts during their stay in the organization which they could be recommended for a company after their three year courses.
It is for this reason that I undertook an industrial attachment at Sunyani Regional Hospital, for two months (from 27th May 2013 to 26th July 2013) at the Medical Records Department.
BRIEF HISTORY OF SUNYANI REGIONAL HOSPITAL
Sunyani Regional hospital is an ultra- modern hospital which was established in May 2003 and it is located on the Barracks-Techiman road. The hospital was initially opened in 1928 but its bed capacity was around 150. From 1969 to 1972, the then Busia government realized the need for a larger and structurally better hospital the Region and started the construction of the Doctors bungalows, Nursing training college and Nurses quarters to secure the human resource requirement. Dr. Asare said “after the exist of Busia government in 1972 the project laid of f. In 1983 and 1990 Nanasunyanihene and Dr. C.J Oppong sent several memos and petitions to the succeeding minister of Health on the need for a new Regional Hospital.” Regional capitals like Cape Coast, Ho and Sunyani were announced by the N.D. C government in 1993 to be built to standard and their aim was achieved in 2003 but was named after Prof. John Evans Atta Mills. The hospital is situated on a leveled ground and share boundaries with Penkwase in east and Nkwabeng North in the north. It covers about 450 hectres of land. VISION STATEMENT OF R.H.S
To provide a model secondary health care facility for best clinical practice in the country and beyond and also provide the highest quality health care consistent with the service standard. “We hope to maintain the equipment, estate and other facilities in the hospital to gain the accolade as one of the cleanest, neatest and customer-friendly hospital in Africa.” Said by Dr. Mohammed Bin Ibrahim the Regional Director of Ghana Health Service. MISSION STATEMENT OF R.H.S
The main thrust of the health care delivery over years has been to “improve the overall health status and reduce inequalities in health outcome of the people”.
DEPARTMENTS / SECTIONS/UNIT
The administration is headed by the administrator who is the next in command after the medical doctor. He administers or checks the incoming and outgoings of all working and non working staffs of the hospital, new and old suppliers, etc. His ascent on needed requested item or letter permits a transaction between the hospital(procurement unit, account office and suppliers) or activity to take place at the hospital ACCOUNT DEPARTMENT
The account unit is responsible for the payments business transactions approved by the doctor and the administrator and the proper accounting of all moneys received or sent out of the hospitals account. The calculation of the total bills of drugs and non drugs to patients after quality health care delivery to enable the hospital claim their money from the government(national health insurance scheme Centre PHARMACY.
The pharmacy is where drugs are been distributed to all patient with and without national health insurance card based on the drugs being prescribed by either the doctor or the health assistance in the hospital . LIVE RECORDS.
This is where patients folders are stored , retrieved, filed and analyzed in the hospital for easy identification of patient folder , sickness and total turn out of patients at the hospital within a period of time. OUT- PATIENT DEPARTMENT.
This is also the place where all patient with and without the insurance cards check their blood pressure before they see the doctor or the health assistance of the hospital.
Lastly, this is where the procurement officers/store keeper invites quotation, evaluate and appraise suppliers with the help of the doctor, administrator . Purchases of items are also done by this department and later issues are made to the various departments within the hospital based on their requisitions in their order books according to their needs to the stores department. It is also responsible for the control and management of all stock.
The hospital provides the following services to staff and their families as well as other organizations and the organizations the general public: a. Outpatient.
e. Maternity and delivery.
g. General surgery.
h. A N C/P N C.
i. Ultrasound Scan.
j. Family planning.
k. Public health services.
l. Ophthalmic care.
m. E N T.
o. Child welfare clinic.
p. Ophthalmic Care.
NATURE OF WORK DONE AT MEDICAL RECORDS DEPARTMENT / OUT – PATIENT DEPARTMENT (O.P.D) During my industrial attachment at Sunyani Regional Hospital, I was posted to Medical Records Department which constitutes the Out -Patient Department (O.P.D), Filing room and Live Records. At those Departments, the descriptions of nature of work done are categorized under the following: a. Entering patient data in temporal cards.
b. Entering information in folders.
c. Detecting barcodes of folders and O. P. D numbers.
d. Detecting active and inactive insured patient.
e. Retrieving of patients folders.
f. Registration of new patients.
g. Registration of private companies.
h. Arranging and sorting of folders on the shelves.
i. Tallying of Out-Patient Department attendance.
j. Entering daily ward states in Microsoft excel.
k. Entering the monthly statistical diagnosis in Microsoft excel. l. Filling of claim forms.
DETAILED ACCOUNT OF THE TRAINING/WORK PERFORMED BY THE STUDENT. ENTERING PATIENT DATA IN TEMPORAL CARDS [T.C]: This are cards issued to patients as their first visit in hospital to take medical treatment, with their names, ages, date of birth, contact address, insurance numbers etc and also they are giving Identification cards with numbers to have access to their temporal cards. ENTERING PATIENT INFORMATION FOLDERS: Patients who’s Temporal Cards are full with history, are assigned by Doctors to retrieve folders from the Out- Patient Department (O.P.D) before treatment which was my duty. DETECTING BARCODES OF FOLDERS AND O.P.D NUMBERS: Internet application software likes e-Archive and Hams are used at the Out-Patient Department (O.P.D) in detecting the barcodes of folders when patient issue their Identification Cards with O. P. D numbers. When patient displace their cards, I use their insurance numbers or sur names to search for their O. P. D numbers for them to reach their folders before medication. DETECTING ACTIVE AND INACTIVE INSURED PATIENT: All patients insured are to issue their National Health Insurance I.D cards for verification of either active or inactive by using Oracle internet application software at the O. P. D before they consult the Doctors.
RETRIEVING OF PATIENT FOLDERS: This involves picking of folders of patient from the folder shelves using their barcodes and Out Patient Department (O.P.D) numbers on their hospital cards. After picking the folder, you enter the name of patient and the O.P.D number in the Admissions and Discharges register before you give the folder to the patient and later proceed to make entries into the computer at the filing room. REGISTRATION OF NEW PATIENTS: Patients who has just come to the hospital for the first time are registered by the use of HAMS. Their details like their names, gender, age and Home address are recorded in the new case records book. Also, through interviews, relevant information like date of birth, marriage status, religion, contact number, Postal address, including others are recorded in the folder and given an O. P. D number folder number. A hospital card bearing the patient name, O.P.D number, date of registration is made, added to the new folder and handed over to patient only when he or she comes to the hospital.
A SAMPLE OF PATIENT OF FOLDER
REGISTRATION OF PRIVATE COMPANIES.
Currently, Sunyani Regional Hospital has approved services to private Insurance companies such as Premier Health Care, MEDI- X Health System, Nationwide Mutual Health Care, Newmont Gold Ghana Limited, and among other private insurance company. Registration of patients with private insurance card is done by recording the name of the patients, date of birth, insurance number ,age, gender, name of scheme , claim number, Hospital Record number of patient are recorded in private insurance form or claim form book before a company patients can received a Medical Services. ARRANGING AND SORTING OF FOLDERS: Sorting of folders implies arranging folders in order by using their barcode numbers and O. P. D numbers on the shelves in the filing room after the patients has been treated. TALLYING OF OUT- PATIENT DEPARTMENT ATTENDANCE: This process was done at the Live Records to assist the hospital know the number of patients attendance. The Tally Sheet is categorized into male and female and ages, thus 0-4years, 4-10years, 10-18years, 18-30years,… 60years and above including the total on sheet before entries are made Microsoft Excel. ENTERING DAILY WARD STATES IN MICROSOFT EXCEL :The Daily Ward State like number of Admissions, Discharges, Bed occupancy in wards such as Accident and Emergency (A and E),Male/Female medical, Male/Female surgical, Male/Female ward etc were entered in Microsoft Excel spreadsheet at Bio-statistics/Live records. ENTERING THE MONTHLY STATISTICAL DIAGNOSIS IN MICROSOFT EXCEL: After the summary of Diagnoses recorded at each ward or clinic in the monthly morbidity book, the data is entered in Microsoft excel spreadsheet, the sheet is grouped into gender, age and in diseases like Eye cataracts, Reflective eye, U T I, Malaria, Anemia in pregnancy, polio, scrotal diseases, cardio respiratory diseases etc, after the is data cross examined it is link to Ghana Statistical web.
A. NEW KNOWLEDGE/SKILLS ACQUIRED, AND CHALLENGES ENCOUNTERED
NEW KNOWLEDGE/SKILLS ACQUIRED AT MEDICAL RECORDS DEPARTMENT. My presence at the Medical Record Department, I acquired so many skills and new knowledge of which are helpful in my studies. Among these are:
(a) I develop a good human relationship with staffs and patients. (b) The programme made my typing speed to increase when entering data. (c) It enhances my technology when workings with Microsoft excel spreadsheet especially dealing with calculations. (d) I had ability to work overtime and withstand any pressure with presence or absence of staffs. (e) I acquire knowledge and experience in working different internet application soft wares. (f) More skills were gain in filling of different claim forms and how to register prisoners before medication.
CHALLENGES ENCOUNTERED AT MEDICAL RECORDS DEPARTMENT.
Sometimes, three or four staff from various sections may come to the Health record room at a go all requesting for their folders. Since I was not perfect with the location of almost all the folders in the room, I had to struggle in other to serve them. I had to adjust to sitting and working at the same place for eight hours which was quite difficult and stressful because I had to follow strictly to the procedure at work by reporting very early and closing in the evening. My shirts get dirty anytime I work in the filing room. The folders are always dusty so when retrieving and filing them on the shelves makes my shirts become dusty.
I had to wake up at dawn in other to join the company’s bus; if I miss the bus then I have to use my own money as transportation. Feeding was a big blow on me, because the staffs were fed whilst the attachment trainees were not.
B. CONTRIBUTION OF STUDENT TO ORGANIZATION
During my industrial training Sunyani Regional Hospital, I participated in almost every activity that was undertaken at the medical record department which included; Issuing barcodes numbers on newly patient folders.
Filing of folders into their respective position on shelves at the filing room. Filling of claim forms at the O. P. D.
Entering of daily ward states in Microsoft excel. Books, folders and other necessities needed at out-patient department to record data were pulled on wheel from the stores.
C. GENERAL COMMENTS, OBSERVATION AND IMPRESSION
Upon all the challenges I adopted new skills in working overtime with both senior and junior staffs. I had ability to work without anybodies supervision at the field of work. More experience and technology was attained in any section or department I was posted to.
I observed the following during my period of attachment that: The management of the hospital for instance the Medical Record Department is keeping good records.
Computers available at their disposal, those not meet the so called “standard computerized hospital.” The compound of the Hospital is enticing especially the lawns, building structure and location of the Nursing Training College. Quality food is given to the patients on sick bed with good health care delivery. Marketing of shoes, perfumes, ladies tops etc is done by some staffs, and feeding is inadequate to meet all staffs. Mixing of patients folders. After treatment all folders are kept in the filing room but patients may be after their folders for treatment but can not find them.
I was so impressed of how the supervisors welcome me and trained me to be equipped on the field of work. Also, I wonder how the staffs socialized themselves with me; patients may think I am a permanent staff.
School authorities should create more avenues for attachment trainees because it aid students to be well equipped in the field of work. It also serves as a field where students put into practice of the theoretical aspect leant from school. It should be encourage as far as Higher National Diploma is concerned.
I recommend that staffs who market at the hospital should be prohibited. Attachment trainees should be motivated.
I also recommend that proper measures should be taking in keeping patients folders. Lastly, food should be equally distributed to all staffs at the Hospital.
Courtney from Study Moose
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