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M&E Office

Data Documentation

Reference page for M&E users: export documentation, data dictionary, and practical user guidance for routine reporting and data review.

First Documentation

Reception: Main Gate Of The Clinic

Reception is the first point where clinic data becomes usable. The reception user checks whether the person already exists, registers new patients, records each visit, saves diagnosis and service data, and prepares appointment or follow-up lists for the next clinic action.

Patient Registration Visit Recording Diagnosis Data Next Appointment Export

Reception Workflow

Use this flow as the normal working order when a patient arrives at the clinic.

1. Identify Search General ID or Fuchia ID, or use the next available ID for a new patient.
2. Register Enter clinic, peer code, registration date, age, sex, address, and risk group.
3. Record Visit Save the visit date, current MD, online reach, migration, and service selections.
4. Add Diagnosis Use Diagnosis Data for visit diagnosis, next appointment, follow-up MD, and remarks.
5. Review Check follow-up history, next appointment list, patient lists, exports, or QR export.

Quick Start For Reception Users

For a new patient

Open Add New / Follow Up, use Next ID, complete registration fields, then save the registration and first visit.

For a returning patient

Search by General ID or Fuchia ID, confirm the displayed patient details, then save the follow-up visit.

For diagnosis entry

Open Diagnosis Data, search the patient, set visit date and next appointment, choose diagnosis/service data, then save.

For corrections

Use Search to Update or Follow Up History, open the target row, adjust the values, and press Update.

For appointment work

Use Next Appointment List to find patients due on a selected date and review planned or unplanned visit status.

For data sharing

Use Export or QR Export only after checking patient identity, visit date, and required service fields.

Reception Page Map

Add New / Follow Up Main working tab for registration and visit recording. Includes ID search, clinic code, peer code, current MD, demographics, risk group, and save buttons.
Diagnosis Data Records diagnosis and service details for a visit. Also manages next appointment date, next appointment time, follow-up MD, TB screening, migration, and remarks.
Follow Up History Shows previous visit records for one patient and lets the user open a specific row for update.
Next Appointment List Lists patients expected for a selected appointment date and visit type.
Consultation Records & Lab-STI-RDT's Data Displays related consultation and testing data so reception can confirm what has already been recorded.
New Patients Shows new patient records and supports checking recently registered clients.
Search By Name Helps find a patient when an ID is not immediately available.
Export / QR Export Produces reception data outputs for review, transfer, or reporting workflows.

Reception Data Dictionary

Field Where It Appears How Users Should Understand It
General ID / PID Add New / Follow Up, Diagnosis Data, Follow Up History Main patient ID used to search, register, save visits, and review history.
Fuchia ID ID search and diagnosis sections Alternative patient identifier. Useful when the General ID is not known.
Clinic Code Add New / Follow Up Clinic/site where the patient is registered or where the visit is recorded.
Peer Code Add New / Follow Up Peer or outreach code linked with the patient, when applicable.
Registration Date Patient registration fields Date the patient was first registered in reception data.
Visit Date Add New / Follow Up, Diagnosis Data, Update Date of the clinic contact. This is important for reports and follow-up history.
Current MD Add New / Follow Up and Diagnosis Data Current medical provider or MD initial connected with the visit.
Follow-up MD Diagnosis Data and Update Provider assigned for follow-up or next clinical action.
Main Risk / Sub Risk Patient registration fields Risk-category classification used for program reporting and data filtering.
Online Reach Add New / Follow Up Source/channel for online reach information, such as Prevent Yangon, SHE, Helping Hand, or other.
Next Appointment Date / Time Diagnosis Data and Update Planned return date and time. Use the days field when the system should calculate the appointment date.
Service Checkboxes Diagnosis Data and Update Service areas such as ART, PrEP, PMTCT, NCD, ANC, family planning, cervical cancer, feeding center, general, lab investigation, and related diagnosis fields.

Good Reception Practice

Do

  • Search existing patient IDs before creating a new record.
  • Check registration date, visit date, age, sex, clinic code, and risk group before saving.
  • Use Follow Up History before editing an old visit.
  • Set next appointment information before the patient leaves reception.

Be Careful

  • Do not reuse a new ID if the patient already exists under General ID or Fuchia ID.
  • Do not save a visit with the wrong clinic code or wrong visit date.
  • Do not leave required diagnosis/service fields blank when the visit was completed.
  • Do not export before checking duplicate and incomplete patient data.
Second Documentation

Dispensing: Medicine Use And Stock Control

Dispensing connects the clinic visit to medicine use. The user searches the patient, records the medicine issued on the visit date, checks available stock, and maintains the medicine item list so consumption and stock reports stay reliable.

Patient Search by General ID or Fuchia ID and confirm the patient before recording medicine.
Medicine Select the medicine item, enter quantity, nurse name, clinic code, and visit date.
Stock Quantity is checked against stock so the medicine balance remains correct.

Dispensing Workflow

Use this working order when recording medicine for a clinic patient.

Search Patient Choose Medicine Enter Quantity Save Consumption
1. Daily Consumption Open the Daily Consumption tab and search by General ID or Fuchia ID.
2. Confirm Visit Set nurse name, visit date, clinic code, and confirm the patient summary.
3. Select Items Search medicine name, choose the required item, and enter the issued quantity.
4. Validate Stock Check that quantity is greater than zero and not more than available stock.
5. Save Or Update Save new consumption, or use To Edit and Search to Update for corrections.

Dispensing Page Map

Daily Consumption Main dispensing entry area. It records patient ID, nurse name, visit date, clinic code, medicine item, and quantity issued.
Stock Searches medicine stock and shows remaining stock for the selected medicine item.
Medical Item Add Adds a new medicine item or edits an existing medicine item name in the dispensing item list.
To Edit Opens the correction area for a saved dispensing record. Search by patient ID and dispensing date before updating.

Dispensing Data Dictionary

Field Where It Appears How Users Should Understand It
General ID / Fuchia ID Daily Consumption and To Edit Patient identifier used to find the correct patient before saving or updating medicine consumption.
Nurse Name Daily Consumption Clinic staff name connected with the dispensing entry.
Visit Date Daily Consumption Date the patient received the medicine. This date drives consumption reporting.
Clinic Code Daily Consumption Clinic/site where the medicine was issued.
Medicine Name Daily Consumption, Stock, Medical Item Add Medicine item selected for issue, stock checking, or item-list maintenance.
Quantity Daily Consumption and Stock update controls Number of units issued or added. Quantity must be checked against available stock.
Stock Stock and medicine selection area Current remaining balance for the selected medicine item.
Expiry Date / Arrival Date Stock add controls Dates used when adding stock information for a medicine item.

Good Dispensing Practice

Do

  • Confirm the patient before choosing medicine items.
  • Check visit date, clinic code, nurse name, medicine name, and quantity before saving.
  • Use Stock to confirm available balance when quantity looks unusual.
  • Use To Edit only for real corrections and confirm the dispensing date first.

Be Careful

  • Do not save medicine for the wrong patient ID.
  • Do not enter quantity greater than available stock.
  • Do not add duplicate medicine names in Medical Item Add.
  • Do not update old records without checking the original visit date and medicine item.
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