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.

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

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.

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.

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.

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.

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.

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.