The document provides an overview of the Electronic Community Health Information System (eCHIS) that is being implemented in Kenya. It describes the background and need for eCHIS to digitize community health services. It outlines the key features and functions of eCHIS including household registration, service delivery, reporting, and more. It discusses the roles of different levels of the health system in supporting eCHIS and provides training objectives on navigating and using the eCHIS application.

1. ELECTRONIC COMMUNITY HEALTH
INFORMATION SYSTEM (eCHIS)
Sub-County HMT Training
2nd August 2023

2. OUTLINE
Overview of community health services
Primary healthcare policy landscape
eCHIS Sensitization Objectives
Overview of eCHIS
Smartphone features
Navigation of eCHIS application
Login and landing Page
CHP services
CHW tool kit
2rd eCHIS convention status update
CHA and subcounty services 2

3. Community Health System
A Community Health Unit (CHU)
-Population covered ~5,000
-Households covered ~1,000
Aim: Creating demand for health services by improving community awareness & positive health Seeking behaviours
Community health workforce includes;
CHPs - 107,000 (107%)
CHUs Coverage - 9,100 CHUs (96%)
CHAs/CHOs - 3,250 (34%)
*Source: Community Health Strategy 2020-2025
-No of CHPs ~10
-No of CHAs 1
-No of HHs per CHP 1/~100
-No of CHCs 5-7

4. Primary Healthcare Policy Landscape
Community
Digitization
Strategy
[2020-2025]

5. Overview of the Electronic Community Health
Information System (eCHIS)

6. Background
• Constitution of Kenya 2010 devolved delivery of health services including
community health to county governments
• Printing of data tools became a challenge and CHVs worked without
requisite data collection and reporting tools
• There was no uniformity in the way CHVs provided services in
households assigned
• Digitizing delivery of community health services conceived in 2019

7. Background Cont’d
• Landscape assessment to understand community health digital
solutions that existed in the country carried out in 2020
– 28 different systems; among them, smart health found and assessed for their suitability for country
community health program
• Smart health application found more compliant to community
health needs and adapted as country eCHIS
• eCHIS Vers.1.0 developed and deployed in Kisumu county in 2022
• eCHIS vers 1.0 enhanced into Vers.2.0 based on user feedback and
emerging needs in 2022
• Currently eCHIS deployed in Migori, Siaya and Kakamega counties
• Plans underway to scale up eCHIS implementation in all the 47
counties by end of 2023

8. What is
eCHIS
overview
?
A digital solution that
supports quality
community health
service delivery by
providing client
management
decision support,
performance
management
and automated
data management
processes
Strategic objectives for eCHIS adoption
→To provide standardized quality of
community health services occasioned
by defined workflows as per national
guidelines
→To improve capacity of community
health workforce to generate and use
quality Community Health data
→To improve monitoring and evaluation of
key community health performance
indicators (KPIs) - dashboards

9. Functions of eCHIS
e-CHIS serves three main functions;
● Transactional i.e. using eCHIS to conduct the day-to-day
business of community service delivery
● Reporting i.e. using eCHIS to generate case based reports
to support quality assurance activities and aggregate reports
for program monitoring and evaluation
● System administration i.e. using eCHIS to add and
manage organizational hierarchies, users, etc.

10. Operational Features of eCHIS
• Household enrollment (enrollment, updates, voiding)
• Service delivery (create, modify, publish and deliver services)
• Commodity management (stock levels, orders, issuance, disposal)
• Client referral (defaulter tracing, 2-way referral)
• Surveillance (detect, notify and investigate diseases and events)
• Messaging (targeted and non-targeted messaging)
• Reporting (client-based and aggregate reports)
• System administration (user management, system support)

11. Operational Features of eCHIS
Community
Level
Sub National Level
(County / Sub-County,
Health Facility)
National
Level
Household
Enrolment
Service Delivery
MoH Tools: MoH 513/4/5
Client
Referral
Community based
Surveillance
HH, CHW+CHEW,..
Commodity
Management
Messaging
Follow Ups, Immunization,
Referral
Data Visualization
Real time dashboards for informed
decision making; targets, KPIs
Data Validation
QA/QC Checks
Supportive Supervision
Mentorship & Coaching
Performance Mgt.
Monitor health indicators,
CHW+CHEW KPIs
Messaging
Follow Ups, Immunization,
Referral
Data Visualization
CU Activation, HH Mapping,
Commodity Mgt, …
Data Visualization
Leadership & Governance, HR,
Financing
Integration in National
Framework
DHIS2,NIIMS, EMR…
Performance Mgt.
Monitor health indicators,
CHW+CHEW KPIs
Community based
Surveillance
HH, CHW+CHEW,..
Community based
Surveillance
HH, CHW+CHEW,..

12. Policy and Legal Context for eCHIS
• Community Health Policy 2020 – 2030
– 3.4.3 A nationally accredited e-health applications may be deployed in order to ensure quality
of community health data collection and reporting
• Community Health Strategy 2020 – 2025
– 5.1.Strategic Objective 1: Develop and implement a harmonized digital community health
information system
• Community Health Digitization Strategy 2020-2025
– Spells out eCHIS functional and non-functional features, its development and implementation
process

13. Role of Counties in eCHIS
• Provide digital devices for eCHIS
• Provide routine technical support
to sub county and community units
• Perform data quality checks
• Upload the data to KHIS
• Train eCHIS users
• Supervise
• Co-create of the reporting system
giving the user requirements
• Document lessons learnt in the
implementation
• Support the implementation of this
eCHIS Strategy within their
jurisdictions
• Mobilize and allocate resources for
the implementation and monitoring
of the eCHIS Strategy at health
facility level.
• Joint monitoring of compliance of
eCHIS Strategy
• Periodic review of eCHIS Strategy
compliance at the county level
• Enforce facility-level adherence to
eCHIS implementation process

14. Conclusion
• eCHIS is revolutionizing how community health services are
delivered in Kenya
• The goal is to have every community health promoter in
Kenya use eCHIS to provide community health services at
household level
• eCHIS implementation may seem expensive at the beginning
but in the long run, return on investment will be great
• We call upon all county governments and partners to work
with the national government in supporting implementation
of eCHIS to the last mile

15. Objectives of eCHIS sensitization
By the end of the sensitization, participants should be able to:
1. Understand the basic features in a smartphone
2. Navigate the eCHIS App and perform actions.
3. Use eCHIS to provide services at the household

16. SMARTPHONE BASICS
INTERNET: Click here to
access internet
MESSAGE: Click here to
send or read a new
message
CAMERA : Click here to
make a call or check the call
list
PHONE : Click here to
take a photo or video
BACK: Click here to make
one step back
HOME: Click here to go back to the
main menu
PLAY STORE: Click here to
install a new application
CLOCK: Click here to set alarm
GALERY: Click here to view
your photos and videos
RECENT : Click here to access all
applications recently opened
BATTERY: Shows the
current battery power status

17. Division of Community
Health
Navigation of eCHIS Application

18. Download eCHIS Application from Google Playstore
Access Playstore on
your phone screen
Search for eCHIS Kenya Training
- Click open on the eCHIS Kenya
Training app
- Select Install and allow the app
to get to 100% downloaded
eCHIS App

19. Login and Landing Page

20. Login Page
Enter your password and
press Login
Enter username as
provided by supervisor

21. Tasks People
Performan
ce

22. Menu Bar
This tab is mostly used to
confirm that all the work
completed by the CHP is
synchronized.

23. CHP Service Delivery
● Household Registration
● Assessment
○ Under 5 Assessment
○ Over 5 Assessment
● Immunization Service
● Pregnancy Home Visit
service
● Postnatal home visit
service
● Family Planning service
● Defaulter tracing
● Referral follow-ups
● Commodity Management
● Events Based Surveillance
● Muting and Death
Reporting
● Sexual and Gender Based
Violence
● Economic Survey

24. Household Registration

25. New Household Registration
Accessed through “People” tab
Click on this icon to
register a new household
CHP Area

26. New Person Registration
Select household
to add the new
person
Click on the New person icon
CHP Area

27. - Select the
Household or
Person to edit
- Click on the three
dots at the top
right and use the
to edit the
details
Editing Person or Household

28. Under Five (5) Assessment
1. Ensure the selected client is
UNDER 5 yrs old
2. Select the New Action +
3. Select Assessment
service
4. Fill in the details of the client and
ensure to submit once completed

29. Over Five (5) Assessment
1. Ensure the selected client is OVER 5 yrs old
2. Select the New Action +
3. Select Assessment service 4. Fill in the details of the client and
ensure to submit once completed

30. Pregnancy Home Visit Service (As a New Action)
3. Fill in the form to the end and submit
- This Action is only
available for a
client who has
been registered to
be pregnant
- This action is used
for subsequent
pregnancy visits
until delivery
1. Click on the New Action Tab
2. Select the Pregnancy Home Visit Service

31. Pregnancy Home Visit Service (As a Task)
1. Click on the task
tab
2. Pregnancy Home
visit service
appears as a task
3. Select the task on
Pregnancy Home
Visit Service
4. Fill in the form to the end and submit
5. The task will disappear after submission

32. Mother and Newborn PNC Home Visit Service
1. Click on the New Action Tab
2. Select the PNC (Mother and Newborn) Service
3. Fill in the form to the end and submit

33. Newborn PNC Home Visit Service
- Appears as a Task under the task bar if any danger
sign is selected in the previous action for the baby
- Select the task and fill in the baby’s details
4. Fill in the form to the end and submit
5. The task will disappear after submission

34. Family Planning Service
3. Fill in the form to the end and submit
1. Click on the New Action Tab
2. Select the Family Planning Service

35. Immunization Service
1. Form appears for all under 5’s
2. Select New Action tab and select
Immunization Service
3. Fill in the form to the end and submit

36. Death Reporting
1. Form appears for all registered people
2. Select New Action tab and select
Death Report Service
3. Fill in the form to the end and submit
4. Ensure to connect to internet to sync your
data and send a task to the CHA to approve
the death request

37. Muting Service
1. Form appears for all registered people
2. Select New Action tab and select Mute
Person or Mute Household Service
3. Fill in the form to the end and submit
4. Ensure you connect to internet to sync
your data and send a task to the CHA to
approve the muting request
3. Once approved by the CHA,
the muted client is GREYED out
and the CHV will not receive
more tasks for the client

38. Unmuting Service
1. Form appears for all MUTED people
2. Select New Action tab and select Unmute
Person or Mute Household Service
3. Fill in the form to the end
and submit
4. Ensure you connect to
internet and sync for the
CHA to confirm the request
5. The person will be
UNMUTED once the CHA
confirms and the CHV can
now receive tasks and
perform actions

39. Defaulter Tracing
1. Fill the form based on scenario
2. Click next at the bottom
1. Click on the submit button

40. Community Event Based Signal (CEBS) Signal Report
3. Select the relevant signal to be reported
4. Click next at the bottom
5. Ensure you submit the service once
complete
CHP Area
CHP Area

41. Commodity Count
1. Fill in the sections provided and click
next.
2. Continue filling the areas selected and
click next
1. Click on the submit button
CHP Area
CHP Area

42. Commodity Return
1. Fill in the sections provided and click
next.
1. Click on the submit button

43. Referral Follow Up
Referral follow up tasks will be triggered based
on service rendered.
Types of referral follow up
1.ANC danger sign
2.PNC danger sign referral follow up
3.Immunization Referral follow up
2.GBV referral follow up
3.Growth Monitoring
4,Under 5 danger sign referral form
Referral Follow up

44. CHW TOOL KIT
Equipment Medicines/Consumers Others
⮚ Backpack bag
⮚ Glucometer and
glucometer strip
⮚ Color Coded Salter Scale
⮚ Comprehensive first aid
box
⮚ BP Machine
⮚ Biohazard Box
⮚ Biosafety Box
⮚ Digital Thermometer
⮚ MUAC Tape
⮚ Albendazole
400mg/Mebendazole 100mg
⮚ Amoxicilin DT- 250mg
⮚ Artemether Lumefantrine
⮚ Paracetamol 500mg
⮚ Tetracycline Eye Ointment 1%
⮚ Low Osmolarity Oral
Rehydration Salts (ORS)
20.5g/L
⮚ Zinc Sulphate 20mg
⮚ Povidone Iodine Solution
⮚ Chlorine/flocculant (coagulant
and disinfectant) Chlorine-clear
water.
⮚ IEC Materials
⮚ Commodity
Register, tools,
referral forms
⮚ Female
condoms
⮚ Male Condoms
⮚ Medical
Dispensing
Envelopes
⮚ PHONE

45. HOW TO USE MUAC TAPE

46. WEIGHT TAKING USING SALTER SCALE

47. GLUCOMETER

48. BP MACHINE

49. DIGITAL THERMOMETER

50. FIRST AID KIT

51. SAFETY BOX
The safety box is designed
for safe deposal of medical
sharps and needles which
may otherwise result from
injuries and pricking of client

52. BIOHAZARD BOX
Biohazard containers are used for the
disposal of waste that may be
contaminated with pathogens that present
a danger to people and the environment. A
biohazard container should be fully
closable, should be free of leakages during
handling, storage or transport and be
properly labelled with the appropriate
color-coded label. Biohazard containers
must be closed prior to handling and
shipping

53. REPUBLIC OF KENYA
CHA Services
● SGBV Referral Follow-up
● Death Confirmation
● Mute Confirmation
● Signal reporting and verification
● Commodity Order
● Commodity supply
● Commodity return
● Commodity discrepancy resolution
● Community event
● CHV Supervision
● CHU Supervision
● CHV unactioned tasks’ follow-up
● Client refusal for referral follow-up

54. SGBV Referral Follow-up
1. Accessed as a task from the CHP
2. Select the Death Confirmation task
- Ensure you submit after the
service to complete this task
- Task disappears after submission

55. Death Confirmation
1. Accessed as a task from the CHP
2. Select the Death Confirmation task
3. Fill in the form to the end and submit
4. Ensure to connect to internet to sync your
work approve the death request
5. Once the death is approved no more
action can be performed on the client

56. Mute Confirmation- Person and Household
● Accessed as a task from the CHP
● Select the Death Confirmation
task
● 3. Fill in the form to the end and submit
● 4. Ensure to connect to internet to sync
your work approve the mute request
● 5. Once the muting is approved no more
tasks for the client will appear until when
the client is unmuted

57. Commodity Supply
1. Select the New Action
2. Select Commodity Supply service
3. Fill in and ensure to submit once you
complete the service

58. Commodities Order
● Select the specific CU
● Click on the New action
● Select Commodities Order
Ensure you submit once the
service is complete

59. Commodity return
- Appears as a task in the task tab
- Select Commodity Return Form
Ensure you submit once the
service is complete

60. Community Event

61. CHP Supervision
Ensure you submit once the
service is complete
1. Under the profile of the CHP,
select the New Action
2. Select CHP Supervision

62. CHU Supervision
Ensure you submit once the
service is complete
1. Select the New Action
2. Select CHP Supervision

63. • END