FILLING OF FORMS IN MUZIMA – BY ROBAI KISIA. WHAT IS A FORM DEFINATION OF A FORM DEFINATION OF A FORM A Form is a window or screen that contains A Form.

FILLING OF FORMS IN FILLING OF FORMS IN MUZIMA – BY ROBAI MUZIMA – BY ROBAI

KISIA KISIA

WHAT IS A FORM WHAT IS A FORM

DEFINATION OF A FORMDEFINATION OF A FORM A Form is a window or screen that contains A Form is a window or screen that contains

numerous fields, or spaces to enter data. numerous fields, or spaces to enter data.

Each field holds a field label so that users Each field holds a field label so that users

who views the forms gets an idea of its who views the forms gets an idea of its

contents. contents.

Example Of FormsExample Of Forms

Registration FormRegistration Form

Basic Registration Form that is used to Register New Clients.

Lark Linkage FormLark Linkage Form

Form that is used to Link patients to

various Health

centre's.

Papsmear Form v 0.01Papsmear Form v 0.01

This form is used capture

data of Cervical Cancer Clients.

Dispensary FormDispensary Form

This form is filled for

Diabetic / Hypertensive

Patients.

Teleconsultation FormsTeleconsultation Forms

,,

Teleconsultation is a technology that Teleconsultation is a technology that allows patients or clinicians to allows patients or clinicians to communicate with remote clinicians communicate with remote clinicians through a video conference link.through a video conference link.

These conversations include sharing These conversations include sharing diagnostic and other data such as diagnostic and other data such as health records.health records.

Advantages of Advantages of Teleconsultation FormsTeleconsultation Forms

1.1. Facilitating rapid consultation.Facilitating rapid consultation.

2.2. Overcoming challenges of Overcoming challenges of distance.distance.

3.3. Reducing unnecessary travel.Reducing unnecessary travel.

4.4. Accessing managed clinical Accessing managed clinical networks.networks.

5.5. Delivering education and Delivering education and training training for staff and the citizenfor staff and the citizen

Teleconsultation Form is Teleconsultation Form is employed; employed;

1.1. Eliminate time and distance.Eliminate time and distance.

2.2. Making specialists more widely Making specialists more widely available and accessible.available and accessible.

3.3. Increasing collaboration and Increasing collaboration and Learning.Learning.

4.4. Reducing health inequalitiesReducing health inequalities

5.5. Teleconsulting to multiple users in Teleconsulting to multiple users in common location.common location.

Devices Used By mUzima Devices Used By mUzima ProjectsProjects

1.1. GoogleGoogle -Nexus 7 Tab-Nexus 7 Tab Android For GoodAndroid For Good

2.2. CDMCDM -(Chronic Disease -(Chronic Disease Management) Huawei Management) Huawei

Y210 Smart Y210 Smart Phones and Phones and Ideos TabsIdeos Tabs3.3. LARKLARK -(Linkage and -(Linkage and Retention Retention to to Hypertension Care in Hypertension Care in Kenya) Huawei Y210 Smart Kenya) Huawei Y210 Smart

Phones.Phones.4.4. OncologyOncology Samsung Gal 2 TabSamsung Gal 2 Tab

TYPES OF FORMS USED IN TYPES OF FORMS USED IN mUzima mUzima

1.1.Basic Registration FormBasic Registration Form

2.2. Oncology -Oncology - Breast Cancer,Breast Cancer, Dysplasia, Dysplasia,

Histopathlogy, Histopathlogy, Pap Smear, Pap Smear, Via formsVia forms

3.3. LARKLARK - - Consent, Costing, BA Consent, Costing, BA Tools Tools FormForm

4.4. CDMCDM - - CDM Chew, Dispensary, CDM Chew, Dispensary, Chw formsChw forms

5.5. TELECONSULATATION FORMTELECONSULATATION FORM

SCOPE OF FILLING A FORMSSCOPE OF FILLING A FORMS1.1.Basic Registration FormBasic Registration Form

This is filled by either Research Assistant, This is filled by either Research Assistant, Nurses or Nurses or CHW’s when a new Client visits the CHW’s when a new Client visits the facility forfacility for

the first time.the first time.2.2.OncologyOncology

This is filled by Nurses and assisted by This is filled by Nurses and assisted by Research Assistants.Research Assistants.

3.3.CDM FormsCDM FormsDispensary form is filled by Clinicians and Dispensary form is filled by Clinicians and Chw is filled by Community Health Workers. Chw is filled by Community Health Workers.

4.4.Lark FormsLark FormsConsent and Costing forms is filled by Consent and Costing forms is filled by Research Assistant while BA tools is filled by Research Assistant while BA tools is filled by CHW’s.CHW’s.

FILLING OF FORMSFILLING OF FORMSFilling of forms is either done to a new or Filling of forms is either done to a new or

existing clients;existing clients;

(a)(a) New ClientNew ClientThis is done by filling basic registration form.This is done by filling basic registration form.

Search the client to make sure he does not Search the client to make sure he does not exist inexist in

the database.the database.

(b)(b) Existing ClientExisting ClientThis is done during return visit of the client.This is done during return visit of the client.

You search client from list of clients and You search client from list of clients and

select appropriate form for filling.select appropriate form for filling.

Existing ClientExisting Client

1 Tap Client on mUzima

Dashboard

2. A list of Clients will

Appear, chose a

client you want to fill

a form

4. Choose the form you want e.g. CDM Hypertens

ion Return Visit Form

3. On Client

Summarytap on forms

New ClientNew ClientRegister New Client button

1.On Client on dashboar

d tap registration button

2.You will asked if patient

exists tap no

3.You will taken to

registration form

FILLING OF A FORMFILLING OF A FORMFactors to be considered when Factors to be considered when

filling a form;filling a form;(i)(i) Use the correct identifier to search existing Use the correct identifier to search existing

patient patient i.e. AMRS Medical Record No, Old i.e. AMRS Medical Record No, Old Ampath Medical Ampath Medical Record number e.t.c .Record number e.t.c .

(ii)(ii) When registering new client make sure you When registering new client make sure you capture capture accurate identifier e.g. Amrs has ten accurate identifier e.g. Amrs has ten digits if you digits if you miss one digit the form will not miss one digit the form will not be submitted e.g. be submitted e.g.

904004374-6904004374-6(iii)(iii) Choose correct form for filling.Choose correct form for filling.(iv(iv )) Capture all information required.Capture all information required.(v)(v) You can either fill a form when you are You can either fill a form when you are

online or online or offline.offline.

(vi)(vi) Don’t clear data when you have unsynced Don’t clear data when you have unsynced forms in your device because this will lead forms in your device because this will lead

to to loss of important data.loss of important data.

(vii)When registering new patient search for the (vii)When registering new patient search for the patient make sure the client does not exist patient make sure the client does not exist

in in the system to avoid double registration.the system to avoid double registration.

Process of Clearing Data Process of Clearing Data

2. Tap Applications

1. Go to “Settings”

3. Tap Manage

Applications

4. mUzima Icon will appear

5.Tap on mUzima then “ Clear

Data “ will appear

6. Delete Icon will appear choose “ok” to delete and

“ Cancel” not to delete

GROUP WORK FILLING OF GROUP WORK FILLING OF FORMSFORMS

(a) Basic registration form(a) Basic registration form

(b) Oncology Forms(b) Oncology Forms

(c )(c ) CDM FormsCDM Forms

(d) Lark Forms(d) Lark Forms

* * Team to fill the above forms, and Team to fill the above forms, and how to feel a form as Incomplete how to feel a form as Incomplete (draft) and Complete.(draft) and Complete.

SAVING A FORM AS COMPLETE SAVING A FORM AS COMPLETE OR INCOMPLETEOR INCOMPLETE

(a)(a) COMPLETE FORMCOMPLETE FORMA form is saved as complete when the A form is saved as complete when the

user user is satisfied he/she has answered all the is satisfied he/she has answered all the information and the form is ready for information and the form is ready for submission.submission.

(b)(b) INCOMPLETE FORM ( DRAFT)INCOMPLETE FORM ( DRAFT)A form is saved as incomplete when all A form is saved as incomplete when all

thetheInformation has not been captured or Information has not been captured or

when when the user is working offline. The user the user is working offline. The user has to has to finish capturering all the information finish capturering all the information before before saving the form from incomplete to saving the form from incomplete to complete complete so as to submit the form, or when so as to submit the form, or when he/ she he/ she changes from offline to online Mode.changes from offline to online Mode.

Complete and Incomplete Complete and Incomplete ButtonsButtons

For Uncompleted form Tap “ Draft “ Button

For Completed Form Tap the “ Save” Button

Draft Button

Save Button

Save Buttons on top and below Save Buttons on top and below registration formregistration form

Both sets of Save Button do the same function. Clicking on “DRAFT” at the

top or “SAVE AS DRAFT” at the bottom will save the form for later editing,

while clicking on “SAVE” or “SAVE AS COMPLETE” will submit the form for

processing.

Saving a Form as Complete Saving a Form as Complete or Draftor Draft

Saving a Complete Form

Saving a Draft Form

Forms Stored under Complete / Forms Stored under Complete / Incomplete Form DataIncomplete Form Data

When you press

the “Save” Button

the form will

stored under

Complete Data Form

When you press the “Draft “

button the form will be saved

under Incomplete Form Data

Appearance of Complete / Appearance of Complete / Incomplete Form Data Incomplete Form Data

DashboardDashboard

Both Complete and Complete

form Data shows

1.Name of the Client

2. Identifier.3. Type of form

Filled.4.Date and

Time when the form was filled

UPLOADING OF FORMSUPLOADING OF FORMS A Form is uploaded when its saved as A Form is uploaded when its saved as

complete. After filling a form the user complete. After filling a form the user saves it as complete.saves it as complete.

Before uploading forms make sure you are Before uploading forms make sure you are online otherwise the form will not be online otherwise the form will not be synced. synced.

There are two ways of uploading forms;There are two ways of uploading forms;

(i) Using Upload Button (i) Using Upload Button

After completing a form , save it as

complete then press “Upload Button”

Forms will be synced to the server. The

form will disappear form the device once

its synced.

Upload Button

(ii) Using Real Time Sync(ii) Using Real Time Sync

On mUzima settings enable real time synchronization of completed forms . This will enable automatic

synchronization of forms.

Upload of Form DataUpload of Form Data

Toast indicating form has

been uploaded successfully to the server

Form upload

has failed due to

connection

error

Exception ErrorException Error

“Exception has been thrown while

uploading data" This indicates the form has

not been synced to the server due

to connectivity issues.

EDITING OF FORMSEDITING OF FORMS A Form can only be edited when its A Form can only be edited when its

saved as incomplete ( draft)saved as incomplete ( draft) Once a form has been saved as Once a form has been saved as

complete the user cannot edit the complete the user cannot edit the form.form.

Forms can only be edited from the Forms can only be edited from the server, which is only done by System server, which is only done by System Admin, in future it will be done by Admin, in future it will be done by Data Managers.Data Managers.

STORAGE OF FORMSSTORAGE OF FORMSForms are stored in the server in a Forms are stored in the server in a folder called HTML.folder called HTML.

HOW TO VIEW UPLOADED FORMSHOW TO VIEW UPLOADED FORMS

You are only able to view uploaded You are only able to view uploaded forms when they are synced back to forms when they are synced back to the device.the device.

OpeningOpening a Complete Form a Complete Form

You can open a complete form but You can open a complete form but you are not able to edit ityou are not able to edit it

COMMON ERRORS WHEN COMMON ERRORS WHEN FILLING A FORMFILLING A FORM

(I.)(I.) Double entries whereby two patients can be Double entries whereby two patients can be created with created with the same identifier.the same identifier.

(ii)(ii) Wrong from filled to a client.Wrong from filled to a client.(iii)(iii) Wrong Return to Clinic (RTC) datesWrong Return to Clinic (RTC) dates(iv)(iv) Login Error- When you login you get an error Login Error- When you login you get an error

“Authenticating “Authenticating has failed”has failed”(v)(v) While uploading form data sometimes we get While uploading form data sometimes we get

error error message “ Exception has been thrown while message “ Exception has been thrown while uploading uploading data”data”

(vi)(vi) When saving a complete form, it refuses forcing you When saving a complete form, it refuses forcing you to to save save as draft which ends up losing data in few as draft which ends up losing data in few fieldsfields

If you don’t fill “Mandatory Fields” form will not be If you don’t fill “Mandatory Fields” form will not be submitted.submitted.

(vii)(vii) When you put wrong parameters during filling of a When you put wrong parameters during filling of a form it will form it will flag the form hence it cannot be submitted.flag the form hence it cannot be submitted.

(viii)(viii) You cannot upload data when the Wi –fi or Data You cannot upload data when the Wi –fi or Data Bundles is off.Bundles is off.

Examples of ErrorsExamples of Errors

This is due to

connectivity

When you login using wrong password

When you don’t fill all the “ Mandatory Fields marked with

asterisks.

+*/.,b+*/.,b

THANKS TEAMTHANKS TEAM