Missed Appointment Management (Western Kenya)

AMPATH, Western Kenya (June 2021)

Countries: Kenya

Intervention Description

Converting a formerly paper based to automate processes including developing daily, weekly and monthly reports, automating the defaulter tracing registers and training retention staff on accessing the EMR, AMRS, and generating reports on missed appointments.

Presenter: Evelyn Too, AMPATH

DUC Meeting Recording

Slides

Intervention Details

Data Elements	Defaulters patient lists. Lost to Follow Up patient lists. Reason for Missed Appointment. Return to clinic date(Appointment date). How many days since missed appointment
Evidence	Retention improved by 10% compared to paper sites. More accurate information on identification and tracing. Timely initiation of defaulter tracing interventions. Realtime update of patients status minimized delays in retrospective data entries. Improved reporting timelines. Improved productivity among staff. Automated appointment diary. Redistribution of clients for appointment planning. Reduced printing costs, man-hours.
Technology Requirements / Interoperability	-Type of digital health asset it’s implemented in Refpac for imaging. - Infrastructure required to support the intervention: GSM network enabled devices -Which systems it needs to interact with: National sms reminder system and ADT Pharmacy system -Standards required Harmonised concept dictionary -Mobile version of tool available: Web-based EMR tools (Patient dashboard, Daily/Monthly schedule, Weekly/Monthly clinical reports. Retention Reports, Data analytic
Calculations / Algorithms	Defaulters = 0-28 days LTFU > 28 days
Factors to Scale	-Interoperability with Pharmacy ADT system lacking. -Lack of Interoperability with national sms reminder system and other EMR. -Appointment message reminders. -Missed appointment messaging reminders
Implementation Considerations	-POC electronic system requires continuous training/mentorship with changing demands. -Electricity ,solar power. -Human resource expertise, developers, IT support.
Governance Considerations	-Electronic and physical consenting technique. -Abstract messaging that avoids accidental disclosure of HIV status. -User access privileges limited to role location.