Systems required by Clinic

Below are some systems that will improve the clinic’s operation:

• Clinic data management and reporting system

• Facilities management system
• Access control

Clinic data management system

Ubuntu requires a clinic data management system that meets the below requirements. The system
must be able to manage and organize the data generated by a clinic, including patient data, medical
records, and administrative information.

Basic system requirements

1. Accessibility and scalability:

The system should easily accessible from different devices and platforms. The system should
be scalable to accommodate an increasing volume of data. It should be able to handle large
data sets without compromising its performance.
2. Client management:
The system should allow for the management of client data, including the ability to schedule
appointments, and track client progress.The system should allow for easy registration of
new clients, including storing:
a. Their personal information
b. medical history.
c. Clinical Metrics
d. Biographical Information
e. Client enrolment information
i. The program they are enrolled in at Ubuntu
f. Relevant Documents
The system should be customisable to store the clients with the Ubuntu case numbers,
families and households.

3. Client Health management

Below are some key services that the Ubuntu clinic manages. This includes but t not limited
to:
a. Manage the treatment of clients with HIV and TB, including the administration of
medication, monitoring of client progress, and management of side effects.
b. Manage the health and well-being of children, including monitoring of growth and
development, vaccination tracking, and management of common childhood
illnesses.
c. manage the care of pregnant women and their newborns, including prenatal care,
delivery, and postpartum care
d. Case management
e. Mental, emotional and behavioural disorders management
f. Nutritional management

The system should in some form or way be able to manage, store track and report on these
services. Please see the section below for detailed requirements on some of the key
services.
4. Appointment Management:
The system should have a user-friendly interface for scheduling appointments for clients,
including the ability to:
a. Set recurring appointments.
b. Managing and notifying of Missed appointments,
c. Next appointment dates,
d. Change in appointment intervals
5. Electronic health records (EHR):
The system should allow for the creation and storage of electronic health records for clients,
including medical history, diagnoses, medications, test results, and other pertinent
information specific to Ubuntu:
a. Client phases- tracking the client’s health status
b. Type of service provided to the client

Ability to easily summarise client data to highlight important information

6. Reporting and analytics:

The system should have robust reporting and analytics capabilities, including the ability to
generate reports on client volume, caseloads, HIV management, and other key metrics.
The system should also have a reporting function that enables data visualization. It should
include data filters and search functions to extract relevant data quickly. The system should
be able to generate reports automatically & manually.
7. Integration with other systems:
The system should be able to integrate with other systems to ensure efficient data
collection, storage, and analysis.
8. Automation and data collection:
The system should be able to automate the data collection process to save time and
resources. It should also have the ability to handle big data and machine learning algorithms.
Should be able to automate certain tasks and notify event staff. E.g. when clients complete
their prenatal program, the system should be able to move the client to a different program
or show these changes to the administrative team.
9. Security and compliance:
The system should be designed with security and compliance in mind, including features
such as user authentication, access controls, and audit trails to ensure client data is
protected and privacy laws are adhered to. The service provider or vendor that stores client
date must adhere to the POPIA act.
10. Ease of use:
The system should be easy to use and intuitive, with features such as drag-and-drop
scheduling, customizable workflows, and an intuitive interface to minimize training time and
increase adoption. The system should also be customizable to meet different data collection
requirements. It should be able to capture different types of data such as text, images, and
audio.
11. Data validity:
The system should ensure the quality of the data collected. It should include error-checking
mechanisms to prevent discrepancies, duplications, or missing data.
12. Key stakeholders
Due to the nature of the clinic, the system will be used by end users. These users include:
a. Administrative staff
b. Data capturer
 c. Clinicians
d. Caseworkers
e. Dieticians

HIV and TB Management

One of key requirements of the system is the ability to manage the treatment of clients with HIV and
TB, including the administration of medication, monitoring of client progress, and management of
side effects. The requirements for such a system may include:

1. Medication management:
The system should allow for the management of HIV and TB medications, including the
ability to prescribe, and track medications.
2. Treatment monitoring:
The system should allow for the monitoring of client progress, including tracking of viral
loads, CD4 counts, and other key metrics.
3. Side effect management:
The system should allow for the management of medication side effects, including the ability
to record and track adverse events.
4. Treatment adherence:
The system should allow for the monitoring of treatment adherence, including the ability to
track missed doses and provide client reminders.
5. Reporting and analytics:
The system should have robust reporting and analytics capabilities, including the ability to
generate reports on client outcomes, medication usage, and other key metrics.

Clinic Wellness management

Another key requirement for the system is to manage the health and well-being of children,
including monitoring of growth and development, vaccination tracking, and management of
common childhood illnesses. The requirements for such a system may include:

1. Growth and development tracking:

The system should allow for the tracking of growth and development milestones, including
weight, height, and head circumference.
2. Vaccination tracking:
The system should allow for the tracking of vaccinations, including the scheduling of
vaccinations and reminder notifications for upcoming vaccinations. This might not be limited
the children
3. Illness management:
The system should allow for the management of common childhood illnesses, including the
ability to record symptoms, diagnose illnesses, and prescribe medications.
4. Parent engagement:
The system should allow for engagement with parents, including the ability to provide
education on child health and development. Parents will be enrolled in a specific program.
5. Reporting and analytics:
 The system should have robust reporting and analytics capabilities, including the ability to
generate reports on client outcomes, vaccination rates, if children are on track with their
road to health check-ins, and other key metrics.
6. Appointment management:
Allow staff to manage follow-up appointments
7. Growth and development assessments:
The system should allow for the administration of age-appropriate growth and development
assessments, including developmental screenings and behavioural assessments.
Prenatal and postnatal management

1. Prenatal care management:

The system should allow for the management of prenatal care, including scheduling of
appointments, tracking of prenatal testing and monitoring, and management of medical
conditions.
2. Delivery management:
The system should allow for the management of delivery, including tracking of delivery
progress, fetal monitoring, and management of complications.
3. Postpartum care management:
The system should allow for the management of postpartum care, including scheduling
appointments, monitoring of maternal and newborn health, and management of medical
conditions.
4. Newborn care management:
The system should allow for the management of newborn care, including tracking of weight,
feeding, and immunizations.
5. Reporting and analytics:
The system should have robust reporting and analytics capabilities, including the ability to
generate reports on patient outcomes, baby born HIV + and HIV-, maternal and newborn
health, and other key metrics.