FHSIS Recording and Reporting

Tools in Data Quality Check

DQC Workshop for Selected
FP/MNCHN Indicators

Data Management Process

Recording of Health Services
Data consolidation and analysis

PROGRAM
INDICATORS
FP/MNCHN
(National/Regional
Level)

Data utilization

Planning & Budgeting

Policy Formulation or Updating
Development of Interventions

Components of FHSIS 2012

Recording

Tools
Reporting Tools

Components of FHSIS ver. 2012

Recording

Tools - Facility-based

documents with more detailed data and

contains day to day activities of the health
workers. Source of data is the services
delivered to patients/clients.
Individual

Treatment Record (ITR)

Target Client List (TCL)
Summary Table (ST)
Monthly Consolidation Table (MCT)

1. ITR
The Individual Treatment Record (ITR) is a
document, form or piece of paper where the
date, name, address of patient, presenting
symptoms or complaint of the patient on
consultation and the diagnosis (if available),
treatment and date of treatment are
recorded. This record will be maintained as
part of the system of records at each health
facility on all patients seen.

Sample ITR

ITRs under the FHSIS

1 Management of the Sick Young Infant Age 1 Week up to 2 Months
2 Management of the Sick Child Age 2 Months up to 5 Years
3 Children Under-Five Years of Age with Health Problems other than IMCI
Classification / Other Children / Adults
4 Maternal Client Record for Prenatal Care
5 Maternal Client Record for Post-partum and Neonatal Care
6 Family Planning Service Record
7 Dental Health Program Form 1
8 TB Program Individual Treatment Card
9 ITR for Malaria Prevention and Control Program
10 ITR for the Leprosy Prevention and Control Program
11 ITR for the Schistosomiasis Prevention and Control Program
12 ITR for the Filariasis Prevention and Control Program

2. Target Client List (TCL)

Target Client List (TCL)
Description: Summary lists of focus
groups culled from the ITRs or FP1s
specifically formatted (Prenatal Care, PostPartum Care, Under 1 Year Old Children,
Family Planning, Sick Children, NTP TB
Register, National Leprosy Control Program
Form 2 or Central Registration Form)

 Target

Client Lists constitute the second recording

tool of the FHSIS and are intended to serve several
purposes:
Enables

the midwife or nurse to plan and carry out patient

care and service delivery.
To monitor service delivery to groups of patients identified
as targets or eligibles for a particular health program.
To facilitate the monitoring and supervision of service
delivery activities, report services delivered.
To provide a clinic-level database which can be accessed
for further studies.

 Target

Client Lists to be maintained in the FHSIS version

2012 are as follows:
Target

Client List for Prenatal Care

Target Client List for Post-Partum Care
Target Client List for Nutrition and Expanded Program for
Immunization
Target Client List for Family Planning
Target Client List for Sick Children
Registry

Forms for Filariasis, Leprosy, Malaria,

Schistosomiasis and Tuberculosis shall be the source for all
Disease Control Indicators instead of a separate TCL.

TCL Sample

TCL Sample

3. Summary Table (ST)

The

Summary Tables is a form with 12month columns retained at the facility

(BHS) where the midwife records all
monthly data. The Summary Table is
composed of
Health

Program Accomplishment;
Morbidity Diseases.

 ST

- Health Program Accomplishment the midwife

records a summary of all the data from TCL or registries.
Easy

source of summary data for reports being prepared by the

midwife.
Need to keep this updated as this can serve as proof of
accomplishments to show LGU officials whenever they visit the
facility.
Serves as the data source for any survey, special study, or
research that may include the facility. This can serve as a tool for
the midwife to assess her own accomplishments .
Basis

for evidence based response/actions

 ST-Morbidity

Diseases the midwife

accomplishes this table on a monthly
basis.
source

of ten leading causes of morbidity and

reportable disease for the municipality/city.
help the Health Centers staff get the monthly
trend of diseases
basis for evidence based response/actions

4. Monthly Consolidation Table (MCT)

Monthly Consolidation Table (MCT)
The Public Health Nurse (PHN) records
data from all barangays. This is the source
document of the nurse for the Quarterly
Form. The MCT shall serve as the output
table of the RHU as it already contains
listing of indicators by barangay.

Components of FHSIS ver. 2012

Reporting

Tools - These are summary

data that are transmitted or submitted on a

weekly, monthly, quarterly and on annual
basis to the next higher level.
Monthly

Forms (M)
Quarterly Forms (Q)
Annual Forms (A-BHS, A1, A2, A3)

Monthly Form 1
The

Monthly Form is the reporting form

that the midwife fills up to report her
accomplishments from the first day to the
last day of the month and submits to the
nurse at the RHU/MHC for consolidation.
Spaces are left blank for those indicators
the municipality/city needs to generate at
their level.

Monthly Form 1
Heading

- Fill up the data asked for in the

heading: the Month being reported and
the Year, the name of the Barangay, Name
of BHS, the Municipality or City, Province
and the Projected Population of the
Barangay (except during National Census
years).

 Recording
Reporting
Flow

of Reports

FLOW OF FHSIS DOCUMENTS

Described below is the flow of FHSIS documents as described in the
manual of procedures

ITR/
FP1

TCL
ST

Documentation
of patients
records starts
with the
individual
treatment record
(ITR/FP1)

MCT

AF

MF
QF

PHO/
Mayor

FLOW OF FHSIS DOCUMENTS

Described below is the flow of FHSIS documents as described in the
Users Guide for the FHSIS

Recording

R
H
M
P
H
N
P
H
O
C
H
D

ITR/
FP1

Reporting

TCL

ST

MCT

M1

Submitted to PHN

Q1

Submitted to PHO;
basis for Annual
Forms: A1, A2, A3

Q1

Submitted to CHD;
basis for Annual
Forms: A1, A2, A3

Q1

Submitted to DOH;
basis for Annual
Forms: A1, A2, A3

Locus of
Responsibility
Office

Person

BHS

Midwife

Recording
Tools

-ITR

Reporting
Forms

Frequency

Schedule of Submission to
higher level

- Monthly Form (M1&M2)

Monthly

every second week of

succeeding month

- A-Barangay Form

Annually

every second week of January

- Quarterly Form (Q1&Q2)

Quarterly

every third week of the first

month of the succeeding
quarter

- Annual Forms
> A1
> A2
> A3

Annually

every third week of January

- Quarterly Report (Q1&Q2)

Quarterly

every fourth week of the first

month of the succeeding
quarter

- Annual Report
> A1
> A2
> A3

Annually

every fourth week of January

- Quarterly Report

Quarterly

every second week of the

second month of the
succeeding quarter

- Annual Report
> A1
> A2
> A3

Annually

every second week of March

-TCL
-ST

RHU

PHN

-ITR
-TCL
-ST
-MCT

PHO/CO

RHO

Prov./City
FHSIS
Coordinator

Regional
FHSIS
Coordinator

Thank you