Access ease the data management for all institution, companies by Dr C B Narayan

1. ACCESS - One Solution for Office-Statistics
AN EXPERIENCE SHARING
I would like to deliver my experience as a Contingent Medical Officer with best possible
solution for the problems faced.
Work Problems faced Solution
1. Getting
Knowledge of
Policies of UN
All things seemed
haphazard when I started
getting into the policy
materials of UN
peacekeeping. I delayed
reading SOP, never thought
that MOU and COE are
anyway related with medical
officer’s role.
Missed to bring
Defibrillator (AED) which
was must for Quarterly
COE inspection well written
in COE-Manual.
Being a Medicare provider in Mission Area with limited
resources I think one should go through these manuals first:-
1. Medical Manual of UN-2014 - go through it fully.
2. COE Mannual-2014, Read medical pages from 69 to 72 or see
copy of last COE of Contingent regarding
observation/deficiency if any?
3. SOP of UN.
4. MOU of UN.
5. MS-2 form for Entry Medical Examination.
2. Gaining
awareness
about way of
ongoing
medicare in
mission area.
I thought this would
never be helping any way in
providing medicare because
same pattern is followed in
delivery of medicare no
matter where to deliver it.
I was un aware about
the stock position of
medicines vis-à-vis quantum
of consumption in mission
area depending on the
prevailing diseases.
I faced deficiency of IV
fluid & some emergency
medicines due to extension
of tenure of previous
contingent at eleventh hour
& some of the recently
expired medicines.
I had to make urgent
purchase of some of the
medicines, reagents form
local market.
I had to show AED to the
Qtly COE inspection team
every time by borrowing
from co-deployed units.
Start talking & always be in touch to your counterpart in
mission area about their stocks of medical store and types of
problem faced and never hesitate to get their valuable
suggestions.
If any item is deficient make purchases in Delhi only on
priority because the local market in mission area mightn’t be
having those items of good quality or reputed firms.
3. Preparation of
contingent-
members from
medical side
and reducing
the medical
liabilities.
1. Mission area was
deficient in availability
of various medical
requirements eg.
Medicines,
Equipment, Specialist-
Doctors.
1. To reduce the medical burden, I deed the following things:-
a) Carried out rough screening of for minor problems like
Hypertension, Diabetes, Obesity, ECG-abnormality, Dental
caries, Hydrocele, Hernia, Haemorrhoids, Vision, Hearing
defects etc as no specialist of any type was available in Beni.
b) Referred all defective cases to concerned specialist doctor for
early surgery/curative treatment within 15 days.

2. 4. Loading
Medical Stores
in the aircraft.
1. This situation was
further worsened at
the 11th
hour as the
Ethiopian Airlines
authorities denied to
take our contingent
store telling that only
personal luggage will
be carried in the
aircraft cargo.
1. The logistic officer should have liaised with aircraft
authorities well in advance regarding specification of weight
& size of luggage to avoid this end stage denial.
2. The medical & other stores should have been packed in
personal suitcases at least 1 suitcase per person and these
contingent stores should have been booked on the name of
contingent persons.
5. Overcoming
initial medical
thrust.
1. When we reached in
mission area there was
abrupt increase in the
cases of Malaria and
other problems in non-
acclimatized
environment.
2. Also, our medical
stores were left behind
and the contingent
arrived here without
sufficient medicines.
1. We instructed our rear party to repack the left over medical
stores. As I was keeping all the record of medical stores
bundle wise so I could be able to instruct appropriately in
repacking as per priority. Here comes the role of maintaining
data in computer as Microsoft Access file.
2. I purchased some urgently required medicines as per
problems faced in early months.
6. Maintenance of
ledger of
medical stores.
Some of the medical
stores get expired
periodically and always
there is problem of
maintaining buffer stock
of these stores, but if one
is not maintaining the
data base in computer
Access base, there is
chance of facing difficulty
in advance planning in
procurement &
condemnation well in
advance.
I started learning Microsoft Access through online tutorial
which gave me easy base in getting any inference
regarding:-
a) Knowing Demographic, Financial & Social Status of unit
personnel.
b) Knowing Health Status of unit personnel on various
clinical parameters.
c) Concluding the inference based on various parameters.
d) Easy entering the data in databank through specially
designed forms.
e) Preparing report based on any type of query as per
demand within seconds.
f) I could be able to update my Hospital Data-Bank any
time through forms or tables compositely & easily & the
reports could be saved periodically.
g) These reports can be sent/e-mailed within seconds on
internet/intranet.
h) These specific informations can be used for various
statistical inferences.
7. Use of Access
other than
Word/Excel for
office
procedure
 Unit or Company Establishment for maintaining
a. Bio Data including Rewards, Punishment.
b. Inventories
c. Health & Fitness Record
d. Financial Management & Tax Planning
e. Calculating Income Tax & Balance Sheet
f. Low Medical Category personnel supervision
g. Leave Planning & keeping Leave Record
h. Educational qualification
i. Telephone, Business Card & Contact Detail
j. Food & Nutrition
k. Training & Duty Planning
l. Annual Transfer Posting with Past Posting Detail
m. Firing, FPET record

3.  I learnt various components of Access
through online tutorials. Initially put the
nominal roll of contingent personnel & their
basic parameters eg Rank, DOB, Height,
Weight, State, NOK, Photo, Mobile
Numbers, email etc.
 Based on these parameters I could be able to
sort databank anytime to get a specific
inference eg Age-wise, Height-wise, Weight-
wise, Pers not submitted NOK name etc.
8. Sorting of Table
Data
Here one can see, the
data has been sorted as
“the persons having
BMI above 27 (these
pers need to be advised
to reduce weight),
again one can re-sort it
state wise then in
ascending order to get
their demographic
relation with Obesity.
One can re-sort above
26 persons data whose
BMI were >27 who are
above 40 yrs & infer
that out of these 26
obese pers only 5 are
above 40 yrs.
Based on these data,
forms are made.
Initially in Datasheet
view it looks like this.
It can be formatted with
various colors and
dimensions as per
requirement.

4. The same form in
design view looks like
this initially before
formatting.
The same form looks like this after formatting.
Here you can see, I have brought photo of
individual and increased the investigation box
to accommodate the whole report. Also Title,
Date and Logo can be designed in header area.
One can get form detail of next person by
clicking next button I have put just below
header in this form.
This form can be printed as Annual Medical
Report every year in individual health card
by inserting it in special printers as done on
passbooks in banks.

5. 9. Bio-data
Maintenance
Bio-data including
clinical parameters of a
person seems like this.
The data can be entered
compositely directly in
tables or individually in
form of a person.
10. Report of health
status of an unit
or organization
Report of any company /
unit can be instantly
generated & got printed as
such. It reflects any
modification in individual
record instantly in reports
once generated which
further got printed or e-
mailed or that specific
information can be used
for various statistical
inferences.
11. Table of
Medicine Stock
position of a
hospital
Medicine stock can be
maintained very well
by setting certain
formulae in the
columns as Balance
position after Daily or
Monthly issue can be
found instantly & its
print can be printed or
e-mailed within
minutes.
If the report has been
created as per asked
items, this report can be
printed or e-mailed
instantly as such.
Again this table or
report can be sorted &
resorted by items, time,
expiry date or by page
of register & that
specific information
can be used for various
statistical inferences.

6. 12. Tax Planning &
Income tax
Calculation
I was facing problems
in memorizing my
income detail, my tax
liabilities & planning
my investments
accordingly for every
months & every year. I
formatted my income,
TDS, investments &
other financial
implications in this
table & with various
angles of sorting this
data could be modified
for yearly Balance
Sheet of my Income-
Investment.
13. Understanding
Annual Balance
Sheet
I wanted to get my
yearly different income
detail, various tax
deductions, TDS &
investments detail, but
it was not an easy job
to remember all these
data, so I planned to
make a table of all
these detail, formatted
them as per tax
calculation policies and
derived them on a
single page by making
a single page form as
such. This helped me in
getting whole balance
sheet on a single page.

7. 14. Monitoring Dose
of Insulin in
Diabetic Patient
There has always been
a problem in
understanding insulin
doses accurately. After
going through the
method of calculation I
formatted it based on
pre-lunch blood sugar
level. This can easily be
prescribed by CPMF
GDMOs now as seen
here by just putting the
pre-lunch blood sugar
level in required space
of this form. Rest doses
this form counts &
displays immediately.
15. Prescription of
Patients in OPD
Now a days it is seen
that there are rush in
most of the OPDs
because the doctors are
busy in clinical
examination, BP
checking & writing the
whole matters on OPD
slip.
To reduce this
burden & fasten it I
formatted the OPD slip
so that some of the
parameters like date of
Birth, Name, Unit,
Height, and Weight get
printed automatically
taking these data from
organization record.
This can be done by
paramedic at
Registration Window.
The doctor also can
use drop down look ups
to select Complain
/Sign /Symptoms then
Past History then can
prescribe the medicines
already given in drop
down look ups.

8. 16. Handing Taking
Charge
I was finding difficulty
in identifying various
equipment and other
inventory in my
hospital at Congo. Also
their sorting by page
number of register,
stock position, Room
wise & Date wise was
difficult in word tables.
So I decided to put the data in access and it
was then only that I could be able to sort it on
above points and submit the reports to higher
HQs.
I put the list of every inventory/equipment
contained in rooms. Also I made a complete list
of equipment/ inventories to ease the method of
Handing –Taking over of charge room wise
without disturbing the register entries.
17. Statistics
Management at
Malaria Cell
I have seen the staff
busy in entry of Data at
Malaria Cell in
computer. If it is done
at Access, the patient’s
statistics can easily be
entered directly in
Access-tables of
through Access-Forms.
This will fasten the
process and the data
can be studied on
various aspects and
fruitful inference can be
derived.