Implementing DHIS2-EMR linked Syst with UIN for Longitudinal Tracking of HIV Combination Prevnt Interventions for HIV Populations in WVI Ops.

1. Introduction

This Terms of Reference (ToR) outlines the scope of work for the development and implementation of a DHIS2 – EMR linked system with Unique Identification Numbers (UIN) to enhance the tracking and management of HIV Populations accessing HIV prevention and treatment services in Sierra Leone. This project aims to improve data quality, enhance service delivery, and strengthen program monitoring for HIV Populations in WVI-supported districts.

2. Background

Sierra Leone has recorded significant progress supporting the provision of care and treatment services for populations living with HIV. Reaching and sustaining epidemic control requires accurate documentation and recording keeping. Effective HIV prevention and treatment programs, including Pre-Exposure Prophylaxis (PrEP), require robust data collection and monitoring to ensure program effectiveness and optimize resource allocation. However, challenges such as inaccurate patient identification, data entry errors, and limited data utilization hinder the effectiveness of current programs.

This project aims to address these challenges by integrating an EMR system with the existing DHIS2 platform. This innovative approach will enhance patient identification, improve data quality, and strengthen program monitoring for HIV Population, ultimately leading to better health outcomes.

3. Objectives

• Primary Objective: To successfully develop and implement a robust, user-friendly EMR system that integrates with the existing DHIS2 platform to accurately identify, track, and manage HIV Populations accessing HIV prevention services in Sierra Leone.
• Secondary Objectives:
  • Reduce data entry errors by 15% within 6 months of implementation.
  • Increase the proportion of HIV Population receiving consistent care from 80% to 90% within 1 year.
  • Improve data completeness for key program indicators by 15% within 6 months.
  • Enhance data security and confidentiality through robust encryption and access controls.
  • Strengthen program monitoring and evaluation to inform program adjustments and resource allocation.

4. Scope of Work

• Needs Assessment & Planning:
  • Conduct a thorough needs assessment to understand the current data management and reporting systems in place. This should include hardware and network infrastructure requirement as well as human resources capacity requirement.
  • Identify key stakeholders (healthcare workers, program managers, data managers, HIV Population) and engage them in the planning and implementation process.
  • Develop a detailed project plan, including timelines, budget, and resource allocation.
  • Develop Standard Operating Procedures (SOPs) for data collection, entry, and quality assurance.
• System Design & Development:
  • Hardware Procurement: Procure/recommend hardware and deploy high-quality fingerprint scanners compliant with relevant industry standards.
  • Middleware Development: Develop and implement secure middleware to integrate the EMR with the DHIS2.
  • EMR Customization: Customize the EMR to capture and manage UIN data alongside relevant program data (e.g., demographics, service utilization, HIV status, risk assessment).
    • Ensure data entry forms are user-friendly and align with national and international reporting standards.
    • Ensure local health facilities are able to exchange data with an online instance for remote access and care continuum.
  • Data Security: Implement robust security measures, including data encryption at rest and in transit, secure access controls, and regular system audits.
• Implementation & Training:
  • Develop and conduct comprehensive training programs for all stakeholders, including healthcare workers, program officers, and data managers, on:
    • The use of the EMR system as well as patient UIN system
    • Data quality assurance and data cleaning
    • Troubleshooting common system issues
    • Data security and confidentiality
  • Develop user-friendly manuals and quick reference guides for all users.
  • Conduct pilot testing in selected sites to identify and address any challenges before full-scale rollout.
• Data Management & Quality Assurance:
  • Establish and implement robust data quality control mechanisms, including regular data cleaning, validation, and data quality audits.
  • Develop and implement a system for timely data review and feedback to program staff.
  • Ensure data confidentiality and privacy in accordance with relevant ethical guidelines and regulations.
• Monitoring & Evaluation:
  • Develop and implement a robust monitoring and evaluation framework.
  • Collect and analyze data to assess the impact of the intervention on key performance indicators.
  • Prepare regular progress reports and present findings to relevant stakeholders.
• Technical Support & Maintenance:
  • Provide ongoing technical support and maintenance for the system, including troubleshooting, system updates, and data backups.
  • Develop a system for long-term sustainability, including plans for local technical support and ongoing training.
• Capacity Building:
  • Build the capacity of local staff in data management, system administration, and troubleshooting.

5. Deliverables

• Needs Assessment Report
• Detailed Project Plan
• Customized DHIS2 and EMR with integrated UIN functionality
• Training materials and manuals
• Data quality assurance protocols
• Monitoring and evaluation framework
• Regular progress reports
• Final project report summarizing project activities, achievements, and challenges.

6. Required Qualifications of the Consultant(s)

• Technical Expertise:
  • Proven experience in DHIS2 implementation and customization
  • Experience in development and implementation of an EMR.
  • Expertise in health systems integration
  • Proficiency in relevant programming languages (e.g., Java, Python)
  • Knowledge of relevant data standards and interoperability standards
• Domain Expertise:
  • Strong understanding of HIV/AIDS prevention programs, particularly among HIV Population
  • Familiarity with public health data management and analysis
  • Experience in working with HIV Population in resource-limited settings
• Project Management:
  • Proven experience in project planning, implementation, and monitoring and evaluation
  • Strong communication, interpersonal, and teamwork skills
  • Expertise in agile methodology for software project development.

7. Reporting Requirements

• Regular progress reports (e.g., monthly) to the relevant stakeholders.
• Final project report summarizing project activities, achievements, challenges, and lessons learned.

8. Application Process

• TBD

9. Evaluation Criteria

• Technical expertise and experience
• Methodology and approach
• Proposed timeline and budget
• Understanding of the project context
• Communication and presentation skills

10. Contact Information

• TBD

How to apply

All Applications should be submitted to gifty_larbi@wvi.org and evarde_rugwizangoga@wvi.org