True-Doctor
HMIS 105 explained
The HMIS 105 is the monthly outpatient report every health facility in Uganda sends to its district, private clinics included. It is a count of the month, taken from your registers. Here is what it asks and how to fill it right.
What it is
The Ministry of Health collects a set of standard reports from every facility through the Health Management Information System (HMIS). The HMIS 105 is the outpatient one: one form per month, sent to the district and entered in the national DHIS2 system.
The district uses it to see disease trends and plan supplies. A clinic that does not report is invisible to that planning, and districts do follow up.
What it counts
The form has sections, and their exact layout changes when the HMIS manual is revised. Always use the current form from your district. Broadly, it counts:
- Outpatient attendances: new visits and re-attendances, by age group and sex.
- New cases of each diagnosis on the standard list, by age group and sex.
- Maternal and child health work: antenatal visits, family planning, immunisation.
- Laboratory tests done.
- Stock of tracer medicines and days out of stock.
Where the numbers come from
Every figure on the HMIS 105 should come from a register: the outpatient register for attendances and diagnoses, the antenatal register for ANC, and so on. The monthly form is the total of the month's register pages.
This is why the register has to be filled every day, as patients are seen. Counting at the end of the month from memory or from receipts gives a different number every time.
Mistakes that send it back
- Counting a return visit for the same illness as a new case.
- Writing a diagnosis that is not on the standard list, so it cannot be counted.
- Putting a patient in the wrong age group.
- Leaving a box blank when the answer is zero. Write 0.
- Totals that do not add up across age groups and sex.
When and how to send it
Reports are due early in the following month; your district sets the exact date. The in-charge checks and signs the form, and it goes to the district biostatistician, who enters it in DHIS2 or gives the facility its own access to enter it.
Keep a copy of every month's report with the register pages it came from. When the district asks a question, that copy is the answer.