Data and Quality Control Tools in Healthcare Peer Reviewed Articles

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Information quality assessment and associated factors in the wellness management data system among health centers of Southern Federal democratic republic of ethiopia

  • Mastewal Solomon,
  • Mesfin Addise,
  • Berhan Tassew,
  • Bahailu Balcha,
  • Amene Abebe

PLOS

x

  • Published: October 27, 2021
  • https://doi.org/10.1371/periodical.pone.0255949

Abstract

Groundwork

A well designed Health management information system is necessary for improving health service effectiveness and efficiency. It also helps to produce quality information and conduct testify based monitoring, adjusting policy implementation and resource employ. Even so, evidences bear witness that data quality is poor and is not utilized for program decisions in Ethiopia especially at lower levels of the health care and information technology remains equally a major claiming.

Method

Facility based cantankerous sectional study design was employed. A total of 18 wellness centers and 302 health professionals were selected by simple random sampling using lottery method from each selected health centre. Information was collected by health professionals who were experienced and had training on HMIS tasks after the tools were pretested. Data quality was assessed using accuracy, completeness and timeliness dimensions. Seven indicators from national priority surface area were selected to assess data accurateness and monthly reports were used to appraise completeness and timeliness. Statistical software SPSS version 20 for descriptive statistics and binary logistic regression was used for quantitative information analysis to identify candidate variable.

Result

A total of 291 respondents were participated in the written report with response charge per unit of 96%. Overall boilerplate data quality was 82.five%. Accurateness, completeness and timeliness dimensions were 76%, 83.3 and 88.4 respectively which was lower than the national target. About 52.2% respondents were trained on HMIS, 62.5% had supervisory visits as per standard and only 55.3% got written feedback. But xi% of facilities assigned health information technicians. Level of confidence [AOR = one.75, 95% CI (0.99, iii.11)], filling registration or tally completely [AOR = 3.iv, 95% CI (i.3, viii.7)], information quality check, supervision AOR = i.7 95% CI (0.92, 2.63) and preparation [AOR = i.89 95% CI (one.03, 3.45)] were significantly associated with data quality.

Decision

This study found that the overall data quality was lower than the national target. Over reporting of all indicators were observed in all facilities. Information technology needs major improvement on supervision quality, grooming status to increment confidence of individuals to do HMIS activities.

Introduction

Wellness management information system (HMIS) is one of the 6 edifice blocks of health system that integrate information collection, processing, reporting, and employ of the information. Globally, the restructuring of wellness information systems has been an important tendency since its declaration in Alma-Ata conference of main wellness care as an essential health care strategy in 1978 [1–3]. Developing countries besides launched reforms to meliorate and expand health information systems equally a component of health arrangement reform [4]. The HMIS is a major source of data for monitoring and adjusting policy implementation and resource use in Ethiopia [v, 6]. Wellness Sector Transformation Plan (HSTP) of Ethiopia considers information revolution equally 1 of the iv transformation agendas which involves advocacy on the methods starting from data collection to the employ of information for determination [5, 7].

Information that are accurate, complete and delivered on fourth dimension to users is an of import attribute in healthcare planning, management and conclusion making just quality of data is frequently assessed every bit a component of the effectiveness or performance of the HIS; all the same information quality assessment is subconscious within these scopes. This may lead to ignorance of data management and thereby the unawareness of data quality trouble [8]. In Ethiopia, data quality and reliability issues are not well guiding program decisions in all aspects. Poor data quality at the lower administrative level or peripheral levels of woreda and health facilities, which are the source for bulk of information used for decision making in the health sector remains a challenge as reported in 2016 almanac reports of wellness sector transformation program [nine].

Co-ordinate to the assessment conducted on HMIS data quality and data use showed content abyss, reporting timeliness and accuracy were 39%, 73% and 76% respectively. Existing show shows in Federal democratic republic of ethiopia including SNNPR (South Nation Nationality People Region) low level of data quality was reported as a gap which was beneath the national standard. Data accuracy level for health centers was 36.22% which was much lower than the national target. This is due to many factors like lack of training, lack of determination based on supervision, lack of feedback, data quality assurances are done less ofttimes, limited skills of the health professionals [half dozen, vii, 10, 11].

Fifty-fifty though, as reported on the 2016 almanac HSTP performance written report of SNNPR, improvements have been seen in HMIS functioning in the region, there is still a challenge in information quality especially on indicators related with HIV/AIDS, TB (Tuberculosis) and ANC (Antenatal intendance). [12]. The annual written report of Hadiya Zone in 2017 shows there was a gap in completeness and timeliness of reports. The LQAS (Lot Quality Assurances System) assessment result also evidence discrepancy of the reports for accuracy of data, over and under reporting of results and does not much expected level of RDQA (Routine Data Quality Cess) proportion (0.90–1.10) [13]. Thus, this study aimed to assess the level of data quality and factors associated with information quality in the area.

Method and materials

Study setting, study design and study flow

This report was conducted in Hadiya Zone which is found in the Southern, Nations, Nationalities and Peoples`Regional Land of Federal democratic republic of ethiopia. Hadaya zone comprises of ten districts, 2 boondocks administration and 333 kebeles (305 rural kebeles and 28 urban kebeles). Its capital is Hosanna town which is located 205 KM abroad from Addis Ababa. The Zone is bordered by Gurage Zone in the North, Kembata Tembaro Zone & Halaba special district in the South, Silte Zone in the Due east and Yem Special district & Omo River in the west. It has i full general hospital, 2 chief hospitals, 61 wellness centers and 309 health posts. At the time of the study there were 2,716 health professionals of different disciplines [14]. Facility based cantankerous sectional study design was employed from March 15, 2018 –Apr 15, 2018.

Sample size decision.

For accuracy dimensions. Samples of 18 Health centers were selected to appraise data quality. Based on the national HMIS information utilize and data quality manual, seven to nine data elements from each health center is satisfactory to assess data accuracy [15]. Data elements were selected randomly from top priority indicators at national level. Therefore, seven data elements from the eighteen selected health centers were verified. ii month documents were reviewed to see consistence of selected information elements of by random selection of the months September and November. The accuracy of data elements was determined past Accurateness Ratio (recounted data from the source document or registrations over reported data to the side by side level) for the respective data element. Lower than 0.90 accurateness ratio indicates over-reporting and college than 1.10 accuracy ratio indicates under-reporting. Seven data elements, Antenatal care fourth visit, institutional deliveries, Pentavalent tertiary doses, PMTCT coverage, Tuberculosis cure rate, confirmed malaria cases, and Contraceptive accepters rate were selected.

For completeness and timeliness. Content completeness was assessed by proportion of filled data elements of reporting formats pertaining to selected months. A tolerance level of 90% was used in grading health centers, which meant that each wellness heart expected to consummate at least 90% of information elements on report formats. All data elements of two months HMIS reports were reviewed to assess content completeness of reports. Timeliness besides assessed past proportion of facilities with number of reports delivered up to deadline come for the selected two months. A tolerance of 90% was used in grading wellness centers.

Sample size and sampling procedure.

Sample size was calculated using single population proportion formula based on the following assumption, 75% of peoples capable of performing HIS tasks in Eastern Ethiopia [8], desired degree of precision was 5%, 95% of confidence interval. These results the sample size of 288 and using a contingency of v% for non-respondents the last sample size will be 302.

WHO recommended for assessment of wellness facilities by because the available funds and human resource, selecting 10%-50% facilities to have representative sample. Among the full 61 health centers in the zone xxx% of wellness centers were selected based on the suggestion [16]. A total of xviii health centers were selected past simple random sampling. The calculated sample size for respondents were proportionally allocated to each wellness center, so health professionals were too selected randomly using lottery method from each selected health center. Health centers that are functional for more than one yr were included whereas Health workers who had less than vi month experience were excluded.

Information collection musical instrument and procedures.

Data collection tools were adapted from the PRISM (Operation of Routine Data System Management) assessment tools version three.i and HMIS user's guideline. The tool is prepared to fit with local context and it mainly contains questions to assess accuracy, completeness and timeliness of HMIS data. Self-administered structured questionnaire containing back ground data of the respondents, organizational, behavioural and technical determinants of information quality in health centers was used [fifteen, 17]. The tool was pretested prior to actual information collection period on 5% of the sample size and they were not included in the actual data collection.

The collected data were checked for the completeness and coded before entry and entered to EPI info version 7 then exported to SPSS version 20 for processing and analysis through descriptive statistics. Incomplete, inconsistent and invalid data were refined properly to get maximum quality of information earlier, during and after data entry. Percentage, Frequency distribution tables and figures were used to draw the study variable for assessment of HMIS.

Binary logistic regression was used to identify the clan betwixt bug in data quality and the factors. Bivariable analysis was conducted and variables with p <0.25 selected as candidate variables for multivariate analysis. Finally variables with p<0.05, during multivariable assay was considered as significant. The overall data quality was calculated by taking the sum of completeness, timeliness and accuracy scores.

The dependent variable were HMIS information quality while the following factors were included in the model equally independent variables: Socio-demographic Factors: Age, Sex, Education level, Position of respondents, Work experience: Technical factors;-Complexity of the reporting formats and procedures, Availability of Computer software's (information base of operations), Standard set of indicators with definition.: Private behavioural factors:- Cognition of content of HMIS form, Conviction levels for HIS Tasks, Data quality checking skill, Motivation, incentives: Organizational factors;- Direction support for HMIS, Grooming, Supervision, Regular feedback.

Data quality management

To ensure the quality of data the following activities were done: adapting questionnaires from Standard tools, then translated in to Amharic. Training was given to information collectors on sampling procedures, techniques of interview and data collection process and supervised by the principal investigator. Pre testing of questionnaire was undertaken to bank check the understandability by taking 5% of sample from other wellness centers which are not included in the actual data collection. Inconsistent and incomplete information were managed accordingly earlier data entry in computer software's.

Variable measurement. Data accuracy;-was measured past calculating the number from source document over the number from report submitted to the next level. Based on ten% tolerance for data accuracy was classified as follows;- Over reporting (<0.90), Acceptable limit (0.90–i.10) and Nether reporting (>1.x).

Content completeness was measured by the number of cells of report form which are left blank without indicating "zero". If greater than or equal to 90% of cells of the study filled was considered as complete.

Report timeliness was measured by the number of reports delivered up to deadline for facility caput over the number of reports expected to come.

Level of Knowledge: A wellness professional person said to be knowledgeable if they responds knowledge questions above respondent mean score.

Confidence level or Self-efficacy;-was measured in a scale of 0–100 that means from no confidence (cipher) to full confidence (100) to perform HMIS tasks.

Ethics approving and consent to participate

The ethical approving for this study was obtained from the research ethical committee of school of public health, Addis Ababa University; permission letter was written for AA, RHB, Hadiya zone wellness part, woreda health office and health centers. And then informed written consent was obtained from the participants, after the necessary explanation about the purpose, procedures, benefits, risks of the study is explained and likewise their right on decision of participating in the study. After getting informed consent from the respondents the right of the respondents to refuse respond for few of all of the questions was respected.

Issue

Characteristics of respondents

A full of 291 respondents were participated in report with response rate of 96%. Eleven wellness centers caput (three.8%), 137 department heads (47%), 15 HMIS focals (five.2%) and 128 Nurses (44%) were participated in the study. Near of the respondent's age was inside the range of 21-30(71.1%). Among the respondents 62.v% were male. Regarding distribution of level of education 190 (65.3%) were level four diploma holders and 101 (34.vii%) available degree holders. About 56.seven% the respondents were nurses with the maximum feel of ten years and average experiences of v years (Table 1).

Full general structure and capability of HMIS

All health centers assigned HMIS focal persons who are responsible for reviewing and aggregating numbers prior to submission to the adjacent level. Nigh 11 wellness centers assigned HMIS focals who are engaged on other responsibility like service provision. Only 11% of facilities assigned HIT professionals.

Based on the finding simply 4 wellness centers were using functional computer software and all have Rules to prevent unauthorized changes to information (password). All 18 health centers were established performance monitoring team (Table ii).

Record keeping

All health centers kept copies of reports. The count for one year menses of copies of reports shows that the monthly report kept ranges from x–12. From all health centers assessed 96% kept copy of monthly reports that are sent to the next level.

Accuracy of data

A total of 18 wellness centers were studied for data quality past accuracy, completeness and timeliness dimensions. Seven data items or indicators were assessed for information accuracy. Service commitment reports and registration books were checked for the month September and November by random selection of the months. Seven indicators verified were Antenatal care fourth visit (ANC 4), Contraceptive acceptance rate (Automobile), Institutional delivery, Pentavalent third doses (Penta 3), PMTCT, TB cure rate and confirmed malaria cases from top priority indicators at national level.

From eighteen facilities observed 44% of facilities were within adequate level of accuracy. Data were over reported in all facilities. ANC4 and PMTCT data was over reported past 14 health centers (78%). Nigh eleven% health centers under reported TB cure rate and confirmed malaria cases. fourteen wellness centers over reported. Only three out of 7 (42.8%) indicators were within 10% adequate level. Near xix% of ANC4 data, over reported (>ten% tolerance level) followed by 16%, 15% and 14% Automobile, Penta3 and PMTCT information were over reported (>10%). The overall accuracy of data was 76%./

Completeness of data

Content abyss was assessed past checking two months service commitment written report whether the required data elements in a report class are filled or data are consummate. Overall content completeness was 83.three%.

Timeliness of data

Timeliness of the HMIS data was assessed by checking whether HMIS data reporting by the health facilities met the predetermined deadline of reporting menstruum received by the facility head. Over all timeliness was 88.42%. About 55.five% facilities found within xc% tolerance level"Fig 1".

Based on the three dimensions of data quality which are accuracy, abyss and timeliness the overall data quality of the wellness centers was 82.five%.

HMIS process.

Concerning participation of respondents in HMIS activities amongst the respondents 87.3% participate in aggregation or compilation of data from registration. More one-half the of respondents 57.seven% reported that they conduct data quality check but frequency of conducting information quality varied among respondents that most 51.8% bear data quality test on monthly basis. Overall 86.9% of the respondents reported that they fill registration or tally sheet completely.

Technical and behavioural factors

From total respondents 59.8% of respondents were reported that they had standard ready of indicators including case definitions in their departments. Among the respondents xl.5% reported that there are skilled staff able to amass information and to fill out formats and 77.7% reported that HMIS is user friendly format Individual behaviour factors were assessed through private perception (motivation) towards HMIS use, noesis of respondents regarding HMIS, confidence level of respondents to practice HMIS tasks and availability of incentives for HMIS for HMIS activities. About 28% of respondents reported that availability of incentives for HMIS activity which is training opportunity. Nigh sixty.8% of respondents had cognition towards HMIS. About 66% reported on data quality checking skill and average confidence level of respondents was 63%. Average perception (motivation) of individuals towards HMIS use and significant was 49.1% (Table 3).

Self-efficacy.

Confidence level to perform HMIS tasks for health professionals were assessed on a calibration of 0 to 100. The average score obtained for the seven questions expressed as a percent. Higher confidence was observed in checking data accurateness and computing percentages (66%) and lower conviction was observed in explaining findings from bar charts (56%) relatively. The average confidence level to perform HMIS activities of respondents were 63%.

Organizational factors

Regarding training status, from the total respondents 52.2% reported that they had received grooming on HMIS activities. Amongst those 35.i% took in-service preparation related with HMIS tasks. From total respondents 62.5% of respondents supervised ane times in last iii months from higher officials regarding data quality. Regarding feedback, 55.3% of respondents received feedback from next college official'southward amidst those lx.two% get feedback reports monthly. Near 60.viii% of respondents agreed on extent of management support regarding HMIS activities.

Among the respondents 61.ix% of respondents agreed on, their supervisors requite emphasis for information in monthly reports and 55% agreed that supervisors provide regular feedback to their staff. well-nigh 63.2% the respondents agreed on, their supervisors check data quality regularly. About 44.3% of respondents agreed on their supervisors encourage over reporting of information for underperformed reports.

Multivariable analysis.

Variables with p<0.05 taken as predictor of HMIS data quality. Training has shown significant relationship (P<0.05) with information quality [AOR = 1.89, 95% CI (one.03, iii.45)]. Those who were trained ane.89 times more likely to report quality data than who were not trained. Filling registration or formats completely also show significant relationship with data quality [(AOR = 3.4 95% CI (i.three, 8.7)]. Those who fill the registration or formats were iii.4 times more likely study quality information than those who were not fill up completely. Self-efficacy (perceived level of confidence) has significant relationship with data quality [AOR = i.75 95% CI (0.99, iii.11)]. Those who have high level of conviction were one.75 times more likely to report quality information than those who take low confidence level. Supervision has significant human relationship with information quality [AOR = 1.7 95% CI (1.00, 2.95)]. Those supervised health workers were one.seven times more than probable to report quality data compared to who were not supervised. Checking information quality also has meaning relationship with data quality [AOR = 1.viii 95% CI (0.49, 3.09)]. Those wellness workers who comport data quality check were 1.8 times more than likely to report quality data compared to who were non (Tabular array 4)

Discussion

Quality of information is a key cistron in generating reliable wellness data that enables monitoring progress and making decisions for continuous improvement [7]. However the quality of data in the zone based on accuracy, abyss and timeliness showed 76%, 83.3% and 88.4% respectively. Overall data quality of the zone scored 82.5% which was below the national target 85% [5].

All determination of the health system depends on the availability of timely, accurate, and consummate information. However the study found 76% of data accuracy. The finding was comparable with the cess done in Ethiopia, 76% of information accurateness level reported [11]. However According to the baseline assessment done in SNNPR, 36.22% of data accurateness was observed at health centers which was lower than the current study [6]. This may be due to the time gap, 7 years between the studies. Out of 18 health centers 8 (44%) wellness centers were in acceptable level of data tolerance. This finding was supported past the written report done in India, 63% facilities were non in acceptable limit of data accuracy [18].

Discrepancy of data was observed in all facilities, what is on register and on written report formats. Tendencies of over reporting in all indicators and under reporting of some indicators were observed. The finding was similar with an evaluation done in Tigray region [19]. This may be due to incompleteness of information, not agreement the definition of cases or data elements, or data may not autumn within the reporting period [xv].

Data were over reported in all facilities. ANC4 and PMTCT data was over reported by 14 health centers (78%). This is supported by a national assessment done by EPHI. From the indicators assessed over reporting was observed in ANC and FP services. The report showed only xxx% of ANC information reported was matched with source certificate only in this study virtually 88% of ANC4 data was matched. The improvement may exist due to the study was nationwide so that including many institutions probably increase inclusion of those facilities with depression data quality. Delivery data were over reported almost 8% which was similar with EPHI data over reporting >10% [20].

About eleven% of health centers under reported TB service data and confirmed malaria cases. PMTCT and ANC data was over reported by 14 wellness centers. From the indicators assessed, only three out of vii (42.8%) indicators were within 10% acceptable level. Most xix% of ANC4 data, over reported (>10% tolerance level) followed past xvi%, 15% and fourteen% CAR, Penta3 and PMTCT data were over reported (>10%). About 39% of wellness centers over reported delivery information. This was also comparable with EPHI national cess where Proportions of public facilities fabricated greater than 10% over (20%) of Penta3 information, 88% PMTCT data was the best-matched data amidst all indicators [20]. This may exist due to the fact that the indicators are from the superlative priority indicators at national level and needed to be performed well which might pb the facilities to over report and information technology may besides be due to manual entry of data. According to the new information revolution every facility expected to use electronic HMIS merely in the studied facilities only four facilities apply functional electronic HMIS software (information base of operations).

Regarding content abyss the result found 83.three% of abyss based on xc% tolerance, which was slightly college than a study conducted in Ayder referral hospital 78.6% and a systematic review conducted in Federal democratic republic of ethiopia [eleven, 21]. Whereas the result was comparable with a written report conducted previously in the same setting on HMIS utilization 82.8% [22].

Another dimension of information quality was timeliness which is measured by, facilities receiving case teams' reports by the predetermined deadlines. Overall timeliness scored 88.4% based on 90.0% tolerance of timeliness which was college effect from written report done in SNNPR 77% [half-dozen, 11]. The effect also revealed meliorate accomplishment when compared to study conducted previously in the same setting, only 59.half-dozen% reports submitted on recommended fourth dimension menses [13].

Content completeness and timeliness dimensions showed less achievement from a study done in Tigray region and Rwanda where 100% facilities met 90% information tolerance [19, 23]. Possible reasons may exist due to lack of knowledge of respondents near the implications of an incomplete information on a report formats and to ship reports on timely manner among the health workers and it may also be less emphasis was given for data quality during supervision.

Odds of data quality on those health workers who were filling the source document (registration or tally), higher than those who were non filled [AOR = 3.four, 95% CI (i.3, eight.seven)]. Similar finding was found on a studies done in Jimma and Bahir Dar town [24, 25]. This may exist due to not understandability (complexity) of the tools/formats, using of untrained workers or shortage of training supports on the forms and registers. And then that it is difficult to register all relevant information in correct fashion and retrieval of these data will be trouble full.

Concerning supervision, regular Supportive supervision with feedback is a cardinal in addressing quality issues by helping to meliorate overall operation of HMIS especially for better accomplishment of data quality [26]. More half (62.5%), health centers participated in this written report supervised past their corresponding college level every bit per standard in the last two quarters. The issue was supported by studies conducted previously in Dire Dawa and SNNPR [half dozen, 10]. Fifty-fifty though the result was comparable with other studies conducted earlier, most 37.2% wellness centers were not supervised regularly. One of the well-nigh important mechanisms to improve quality of data is regular supervision. Lack of regular systems on supportive supervision affects the importance and quality of information collection. Therefore without regular and program specific supportive supervision it is difficult to attain information transformation.

Regarding training, continuous grooming on HIS activity is important to create sensation and to accept trained staff and skilled human resource that are confident and motivated to perform HIS tasks [24]. This study found about 52% of wellness workers trained regarding HMIS activities. This finding was comparable with other studies done in Dire Dawa 52.7% and S Africa 58% were non trained related with HMIS activities [25, 27]. All wellness workers who participate in the drove at various sections of healthcare, need continuous capacity building to conduct quality review of RHIS at every stage for in-depth agreement of the stages where quality of data can occur [26, 27]. In this study all focal persons and department heads trained regarding HMIS activities just others, service providers who were not trained were involved in the process of HMIS. This may impact the quality of information.

Odds of health information information quality among Health workers those who were confident enough to perform HMIS activities were college than those who were not confident [AOR = i.75, 95% CI (0.99, iii.11)]. The event was supported past studies conducted in SNNPR and South Africa [6, 25]. This factor likewise suggested by WHO measure out evaluation as i determinant of data quality [17]. This may be due to complication of the formats/tools. If information drove forms are circuitous to make full in, information technology affects confidence levels and motivation of data collector [17].

Apropos information quality check, good data direction require data quality bank check at all stages. The checking of data quality is the responsibility of all health workers participating in the data management [28]. In this study about 57.seven% of health workers bank check data quality with a frequency of 51.8% on monthly basis. This is supported by different literatures in done by WHO measure out evaluation and a study done in Republic of kenya. From a study done in Republic of kenya near 63% of respondents check information quality but the frequency of carrying out the checks was varying from one respondent to another with majority indicating every quarterly 22% [17, 22, 28].

Conclusions

Data quality for the 3 dimensions was 82.5% which is lower than the national target 85% for data accuracy. Over reporting of data was observed at all facilities. About 39% of health centers over reported delivery data. Well-nigh nine% information of ANC4 over reported (>10% tolerance level) followed past 6%, five% and 4% Car, Penta3 and PMTCT data were over reported (>10%). Decisions fabricated using inaccurate, incomplete and reported not on timely fashion can affect the health system performance. Information technology was observed that there were inadequacy of supervision, grooming, Hitting professionals, written feedback and procedural manuals. The major factors that touch on quality of data were, filling registration or tally completely, training, supervision, information quality bank check and confidence level. Computerized HMIS data base should exist distributed for those who are not using; every bit it volition aid to improve data accuracy, timeliness of report and reduce the burden of data collectors.

Supporting information

Acknowledgments

Our gratitude goes to supervisors, data collectors, respondents, Hadiya zone wellness department.

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