Reporting & Analytics Architecture Document
DHIS Summary vs. Facility Registers
How RAAD Powers Two Different Reporting Needs
RAAD Health Information System • DHIS2 Integration Module
1. Executive Summary
RAAD is a health information system built to serve two distinct but equally important reporting needs - one facing outward to national health authorities, and one facing inward to the clinical staff working at facility level. This document explains how those two reporting streams work, what makes each one valuable, and how they complement each other.
At the heart of RAAD is a single patient database. Every consultation, test, vaccination, and treatment recorded by clinical staff is stored once. From that single source of truth, RAAD is able to produce two very different kinds of reports without any duplication of data entry effort from staff.
| DHIS Summary DHIS2 Summary Reports Automatically compiles the facility's aggregated statistics - total patients seen, vaccines given, malaria tests conducted, births recorded - and submits them to the national DHIS2 platform. Health authorities and programme managers use these numbers for planning, funding, and policy decisions. |
Facility Registers Clinical Line-List Reports Produces the detailed patient-by-patient registers that clinical teams use day to day: the ANC register, EPI register, maternity register, OPD register, VCT register, and more. Each register mirrors the paper forms that staff are already familiar with, but is generated automatically from data already in the system. |
|---|---|
What Makes RAAD's Approach Powerful
The key strength of RAAD is that clinical staff enter data once, and the system handles the rest. There is no separate data entry process for DHIS Summary, no manual tallying of registers, and no risk of the two sets of numbers telling different stories about the same patients.
- Staff record patient care as they normally would - consultations, diagnoses, treatments, vaccinations.
- RAAD's DHIS Summary engine reads that data and produces the monthly indicator totals required by DHIS2, broken down by age group and sex exactly as national guidelines require.
- RAAD's Facility Register engine reads the same data and produces the detailed line-list registers that supervisors, audit teams, and clinical staff use for patient follow-up and quality review.
- Both outputs are built from the same underlying patient records.
Key Differences at a Glance
The table below summarises the most important differences between the two reporting streams in plain terms:
| What you're asking | DHIS Summary | Facility Registers |
|---|---|---|
| What does it show? | Total counts and aggregates for the period (e.g. '47 malaria RDT positives aged 5-14') | A named list of every patient, with their individual results in each column |
| Who reads it? | National health authorities, programme managers, donors, M&E teams | Clinicians, supervisors, facility managers, audit and inspection teams |
| How many rows? | Typically 3-10 rows of totals per report | One row per patient or per visit - can be hundreds of rows |
| How is age handled? | Automatically split into age bands in the totals (e.g. under 5, 5-14, 15+) | Each patient's individual age is shown; staff can filter as needed |
| How often is it used? | Monthly - submitted to DHIS2 at end of reporting period | On demand - used for daily supervision, audits, follow-up |
| Is the data the same source? | Yes - both draw from the same patient records entered by clinical staff | Yes - same data, different presentation |
Why This Design Matters for Your Facility
| EFFICIENCY | No double data entry. Clinical staff record care once, and RAAD automatically generates both the DHIS Summary reports and the facility registers from the same records. |
|---|---|
| CONSISTENCY | Both reporting streams draw from the same patient records. The clinical data underpinning a DHIS Summary submission is the same data that appears in the facility registers. |
|---|---|
| FLEXIBILITY | The facility registers present patient-level detail for clinical and supervisory use, while the DHIS Summary presents the same activity as aggregated totals for national submission. Both views serve their intended audience. |
|---|---|
| COMPLIANCE | The DHIS Summary engine is built to match the exact indicator definitions and age breakdowns required by DHIS2 and national health programme guidelines, reducing the risk of reporting errors during submission. |
|---|---|
2. Technical Architecture Overview
2.1 DHIS Summary Queries
RAAD's DHIS Summary engine produces the aggregated values needed to populate DHIS2 data elements. Each report corresponds to one or more national health indicators and returns a compact result set of counts broken down by age band, sex, or programme category - exactly as required by national reporting guidelines.
| KEY | The DHIS Summary engine counts documented clinical activity across all patients in the reporting period, automatically grouping results by the age ranges and categories that DHIS2 expects. A single query can produce the entire monthly submission for a given health programme area. |
|---|---|
Structural Pattern
The DHIS Summary query structure:
SELECT SUM(IF(condition_for_group_A, 1, 0)) AS 'Group A',
SUM(IF(condition_for_group_B, 1, 0)) AS 'Group B'
FROM patient p
INNER JOIN person per ON p.patient_id = per.person_id
INNER JOIN encounter en ON p.patient_id = en.patient_id
INNER JOIN obs test_obs ON ... -- observation must exist
WHERE DATE(en.encounter_datetime) BETWEEN %(startDate)s AND %(endDate)s
2.2 Facility Register Queries
RAAD's Facility Register engine produces the detailed patient-level registers used by clinical staff. Every recorded visit appears as a row in the report, with each clinical data field presented as a separate column - exactly mirroring the layout of traditional paper registers.
| KEY | The facility register engine is built around visits and patients. Every visit in the date range is included, with each clinical field in its own column. This gives clinical staff and supervisors a complete, familiar view of all patient activity during the period. |
|---|---|
Structural Pattern
The facility register query structure:
SELECT @serial_number:=@serial_number+1 AS 'Serial Number', z.\*
FROM (
SELECT pi.identifier, person_name.given_name, ...
(SELECT obs.value FROM encounter en ... LIMIT 1) AS 'Field',
FROM visit vt -- anchor is the VISIT
WHERE DATE(vt.date_started) BETWEEN %(startDate)s AND %(endDate)s
) z, (SELECT @serial_number:=0) y;
3. How RAAD Handles Each Clinical Programme Area
3.1 Malaria
DHIS Summary: Malaria Indicators
Counts fever cases and malaria test results broken down by age group (under 5, 5-14, and 15 and above). Each indicator line - fever cases, RDT positive, RDT negative, Slide positive, Slide negative, treated with ACT, treated with Primaquine, and severe malaria - appears as a separate row in the submission.
- Each patient is counted once per indicator using their most recent relevant consultation in the period.
- Age groupings are produced automatically within the query, so the submission is ready for DHIS2 without any manual calculation.
Facility Register: OPD Register (Under 5 and Over 5)
One row per patient seen at OPD during the period. Malaria-related fields - test type, test result, treatment with ACT, severity, and Plasmodium species - appear as individual columns alongside all other clinical information for that patient.
- The register separates under-5 and over-5 patients across two files, matching the clinical focus of each age group.
- The register includes both under-5 and over-5 patients in separate reports, matching the two age-group files.
| Aspect | DHIS Summary (Malaria) | Facility Register (OPD) |
|---|---|---|
| What it shows | Aggregated totals by indicator and age band | Individual patient rows with full clinical detail |
| Rows in output | One row per indicator (7-8 rows total) | One row per patient seen at OPD |
| Age handling | Automatically grouped into under 5 / 5-14 / 15+ bands | Each patient's individual age shown |
| Malaria fields | Separate count per test type and result | One column per field on the patient's row |
| Who uses it | Programme managers, national reporting | Clinical staff, supervisors, auditors |
3.2 Antenatal Care (ANC)
DHIS Summary: ANC Indicators
Returns facility-level totals for 19 ANC indicators in a single submission: visit numbers 1 through 4+, early booking (before 12 weeks), haemoglobin screening, blood pressure check, syphilis testing, LLITN net distribution, deworming, MMN supplementation, iron and folic acid doses (1st, 2nd, 3rd), IPT doses (1st, 2nd, 3rd), and IYCF counselling.
- Each indicator is counted independently across all patients in the reporting period.
- The total for each indicator represents the number of individual patients who received that specific service.
Facility Register: ANC Visit Register
One row per ANC visit during the period. Every clinical field recorded during that visit - weight, height, MUAC, blood pressure, EDD, gravida, para, IPT dose, haemoglobin, iron, MMN, syphilis result, HIV status, and more - appears as a column on that patient's row.
- A patient who attended four ANC visits in the month will appear as four rows, with each visit's data in the corresponding row.
- The register is filtered to ANC visit type only, so it contains exclusively antenatal consultations.
| Aspect | DHIS Summary (ANC) | Facility Register (ANC) |
|---|---|---|
| What it shows | Total count per ANC indicator for the facility | Full clinical detail for each ANC visit |
| Rows in output | 1 row with 19 indicator columns | One row per ANC visit |
| Multi-visit patients | Each indicator counted independently | Appears once per visit attended |
| Clinical fields covered | 19 specified indicators | All recorded ANC fields |
| Who uses it | Programme managers, national reporting | Midwives, nurses, facility supervisors |
3.3 Immunisation / EPI
DHIS Summary: EPI Indicators
Counts vaccine doses administered during the period, split across three child age bands: under 11 months, 11-23 months, and 24-59 months. For each band, it counts BCG, OPV (birth through 3rd dose), Pentavalent (1st through 3rd), IPV (1st and 2nd), Pneumococcal (1st through 3rd), Rotavirus (1st through 3rd), MCV (1st and 2nd), Vitamin A (6-11 months and 12-59 months), Deworming, and Adverse Events Following Immunisation.
- Each dose is counted separately, so the report clearly shows how many children received each specific dose within the period.
- The three age bands are produced automatically in a single report run.
Facility Register: EPI Child Register
One row per child who received any immunisation during the period. Each vaccine and dose appears as a column showing the date it was administered, matching the format of a traditional paper EPI card.
- The mother's full name is included on each child's row for easy identification.
- All children regardless of age appear in a single register, making it easy to review the full EPI activity for the period.
| Aspect | DHIS Summary (EPI) | Facility Register (EPI) |
|---|---|---|
| What it shows | Dose counts by vaccine and age band | Vaccination dates per child per dose |
| Age presentation | Automatically grouped into 3 age bands | Individual child age shown |
| Output format | 3 rows of aggregated totals | One row per child vaccinated |
| Mother's name | Not included | Included on each row |
| Who uses it | EPI programme managers, national reporting | Nurses, vaccination staff, supervisors |
3.4 Postnatal Care (PNC)
3.4 Postnatal Care (PNC)
DHIS Summary: PNC Indicators
Counts mothers and infants at each stage of postnatal care: 1st Visit (0-48 hours), 1st Visit (48+ hours), and 2nd or subsequent visit. Three additional supplement indicators are included: mothers given iron supplement, mothers given micronutrient supplementation, and mothers given IYCF counselling. Each indicator is reported separately for mothers and infants.
- All six visit and supplement indicators are produced in a single submission.
- Visit timing classification (0-48 hours vs 48+ hours) is based on the recorded visit type, not calculated from timestamps.
Facility Register: PNC Visit Register
One row per PNC visit. Every clinical field recorded during that visit appears as a column, including delivery date, delivery type, infant name, blood pressure, haemoglobin, MMN, iron, HIV status, partner HIV result, CTX for infant, IYCF counselling, referral in and out, and date of next visit.
- The register covers both maternal and infant data on the same row, giving a complete picture of each postnatal contact.
- Visit sequence (1st, 2nd, 2+) is tracked automatically so the register mirrors the structure of a paper PNC book.
| Aspect | DHIS Summary (PNC) | Facility Register (PNC) |
|---|---|---|
| What it shows | Aggregated totals by visit timing and supplement type | Full clinical detail for each PNC visit |
| Mother vs Infant | Reported as separate indicator counts | Both on the same row per visit |
| Supplement data | Counted as facility-level totals | Shown as individual columns per patient |
| HIV data | Covered in the PMTCT report | Included inline on each visit row |
| Who uses it | Maternal health programme managers | Midwives, nurses, facility supervisors |
3.5 Family Planning / Birth Spacing
DHIS Summary: Family Planning Indicators
Reports on six contraceptive method categories - oral contraceptives and emergency pills, injectables, implants, IUDs, female condoms, and male condoms - each broken down into New Clients, Continuing Clients, and Commodities Dispensed. The client classification (New vs Continuing) is drawn from the Client Type field recorded at the point of service.
- The result is a clear six-row summary showing, for each method, how many clients were new, how many were returning, and how many units were dispensed.
- A complementary dispensing report counts total quantities dispensed by product name.
Facility Register: Birth Spacing Patient Register
One row per female patient who received a birth spacing service during the period. Each contraceptive product appears as a Yes/No column, making it easy to see at a glance which products each patient received. Implant and IUD removals are captured in separate columns.
- Patient address details are included in the monthly variant of the register, supporting community follow-up.
- The register is scoped to female patients only, matching the clinical focus of the birth spacing programme.
| Aspect | DHIS Summary (Family Planning) | Facility Register (Birth Spacing) |
|---|---|---|
| What it shows | Totals by method: new, continuing, dispensed | Per-patient record of products received |
| Output format | 6 rows × 3 columns | One row per patient, one column per product |
| Client classification | New vs Continuing tracked per method | Products shown as Yes/No per patient |
| Removals | Not included | Implant and IUD removals in separate columns |
| Who uses it | Family planning programme managers | Family planning staff, supervisors |
3.6 HIV / VCT
DHIS Summary: HIV/VCT Indicators
Reports HIV testing activity broken down into four age bands (0-14, 15-19, 20-24, and 25 and above) with separate counts for male and female in each band. For each group, it reports total tested and total positive.
- The result is a clear 4-row table showing the distribution of HIV testing and positivity across the population.
- All four age bands are produced in a single report run.
Facility Register: VCT Visit Register
One row per VCT visit. Every step of the counselling and testing process is recorded in a separate column: pre-test counselling, agreement to test, post-test counselling, final result, couple counselling, spouse result, referral, and remarks.
- The register captures the full counselling pathway, not just the test result, making it useful for quality assurance of the VCT service.
- Patient age and sex are shown on each row for easy cross-referencing.
| Aspect | DHIS Summary (VCT) | Facility Register (VCT) |
|---|---|---|
| What it shows | Tested and positive counts by age band and sex | Full counselling and testing pathway per visit |
| Output format | 4 rows (one per age band) | One row per VCT visit |
| Age handling | Grouped into 4 age bands automatically | Individual patient age shown |
| Counselling data | Not included | Pre-test, post-test, couple counselling columns |
| Who uses it | HIV programme managers, national reporting | VCT staff, supervisors, quality reviewers |
3.7 Maternity / Delivery
DHIS Summary: Delivery Indicators
Three focused DHIS Summary reports cover the delivery domain. The first reports total births, deliveries conducted by other cadres, partograph use, and uterotonic administration for PPH prevention. The second cross-tabulates delivery method (Normal Vaginal, Assisted Vaginal, Caesarean Section) against four maternal age bands (10-14, 15-19, 20-24, and 25+). The third reports birth outcomes: live births, fresh stillbirths, macerated stillbirths, low birth weight, preterm, breastfed within one hour of birth, and early neonatal deaths.
- A fourth PMTCT-focused report covers HIV testing, HIV positivity, and ART initiation at labour and delivery.
- Each report is concise and directly maps to the corresponding DHIS2 data elements.
Facility Register: Maternity & Delivery Register
One row per delivery, containing all clinical fields in a single wide register: admission date, gravida, para, gestational age, complications, haemoglobin, partograph use, delivery type, presentation, who conducted the delivery, uterotonic given, placenta status, birth outcomes, baby weight, APGAR score, sex of baby, breastfeeding initiation, BCG and OPV at birth, HIV counselling and testing, ART start date, discharge date, and referral status.
- Birth outcomes appear as individual Yes/No columns per outcome type, matching the layout of a paper maternity register.
- HIV and PMTCT data are included in the same register row, avoiding the need to cross-reference a separate document.
| Aspect | DHIS Summary (Delivery) | Facility Register (Maternity) |
|---|---|---|
| What it shows | Aggregated totals across 3 focused reports | All delivery detail for each patient in one row |
| Birth outcomes | Count per outcome type | Yes/No column per outcome on each row |
| Maternal age | Grouped into 4 age bands for method report | Individual age shown on each row |
| HIV / PMTCT | Covered in a separate PMTCT report | Included inline on the delivery row |
| Who uses it | Maternal health managers, national reporting | Midwives, maternity supervisors, auditors |
3.8 Clinical Attendance / OPD
DHIS Summary: OPD Clinical Attendance Indicators
Reports the total headcount of patients seen at OPD, broken down into New and Follow-up visits, with each further split by under-5 and over-5, and by sex. The result is a compact six-number summary (headcount, new, and follow-up, each by age and sex) that feeds directly into the DHIS2 clinical attendance data element.
- New patients are those attending for the first time for a given condition; follow-up patients are returning for the same episode of care.
- Both age groups (under 5 and over 5) are covered in a single report.
Facility Register: OPD Patient Registers
Two detailed registers - one for under-5 patients and one for over-5 patients - each with one row per patient seen at OPD. Beyond attendance, the register captures the full clinical picture: malaria testing and treatment, diarrhoea, pneumonia, neglected tropical diseases, STIs, mental health, GBV/FGM, emergency care events, IDSR conditions, nutrition status, and visit outcome.
- The over-5 register additionally captures IDSR-reportable conditions (Acute Flaccid Paralysis, SARI, Suspected Measles, Cholera, etc.) that have their own separate DHIS Summary reports.
- New vs Repeat classification in the register is based on whether the patient had any prior OPD encounter in the period.
| Aspect | DHIS Summary (OPD) | Facility Register (OPD) |
|---|---|---|
| What it shows | Headcount totals: new, follow-up, by age and sex | Full clinical record for each patient seen |
| Output format | 6 aggregated counts | One detailed row per patient |
| Clinical conditions | Attendance classification only | All conditions recorded during the visit |
| IDSR conditions | Covered in a separate IDSR report | Included in the over-5 register |
| Who uses it | Facility managers, national reporting | Clinicians, nurses, supervisors, auditors |
3.9 Nutrition Programmes
DHIS Summary: Nutrition Programme Indicators
RAAD covers nutrition across three complementary DHIS Summary reports. The programme outcomes report tracks the results of patients enrolled in OTP, SFP, and SC nutrition programmes - counting Cured, Defaulted, Died, Non-Responder, and Transferred Out outcomes using the programme enrolment records. The IMAM report counts MUAC Yellow (MAM) and MUAC Green (Normal) cases by age band. A programme enrolment count report covering active OTP, SFP, and SC enrolments by age and sex is also included in the system.
Facility Register: Embedded in OPD Register
Nutrition data for under-5 patients is included directly within the OPD register as dedicated columns, covering Nutritional Status, Method of Assessment, Oedema, and Referral to SFP/OTP/SC. This means clinical teams have full nutrition detail in the same register they use for all other OPD activity, without needing a separate document.
3.10 Pharmacy Register
The pharmacy register is a Facility Register-only report with no direct DHIS Summary counterpart. It provides a complete line-list of every drug order issued during the period. Each row contains the full prescription detail - drug name, date, dose and unit, frequency per day, route of administration, quantity, duration, and any special instructions.
- The pharmacy register is built entirely from prescription order records, giving it a distinct and complementary view of patient care alongside the clinical registers.
- It is particularly useful for pharmacy stock reconciliation and prescription audit purposes.
4. Key Differences Between the Two Engines
Because the DHIS Summary and Facility Register engines serve different purposes, there are a small number of intentional design differences in how they present the same clinical data. These are not inconsistencies - they reflect the different needs of each audience.
4.1 Aggregated Totals vs. Individual Patient Rows
The most fundamental difference is the shape of the output. The DHIS Summary engine counts and totals - it produces a small number of rows that are ready to be entered into DHIS2. The Facility Register engine lists - it produces one row per patient or per visit so that clinical staff can review individual cases.
| Programme Area | DHIS Summary output | Facility Register output |
|---|---|---|
| Malaria | 7-8 rows of totals by age band and test type | One row per OPD patient with clinical detail |
| ANC | 1 row with 19 indicator counts | One row per ANC visit |
| EPI | 3 rows of dose counts by age band | One row per child vaccinated |
| PNC | 6 rows of visit and supplement counts | One row per PNC visit |
| HIV / VCT | 4 rows of tested/positive by age and sex | One row per VCT visit |
| Delivery | 3 focused count reports | One row per delivery with all fields |
| OPD Attendance | 6 attendance counts by age and sex | One detailed row per OPD patient |
| Family Planning | 6 rows by method: new, continuing, dispensed | One row per patient with Yes/No per product |
4.2 Age Grouping
The DHIS Summary engine automatically groups patients into the age bands required by national reporting guidelines within the query itself. The Facility Register presents each patient's individual age as a column, allowing clinical staff and supervisors to filter or sort as needed without the grouping being fixed in advance.
| Programme Area | DHIS Summary age bands | Facility Register age presentation |
|---|---|---|
| Malaria / OPD | Under 5 / 5-14 / 15 and above | Individual patient age |
| HIV / VCT | 0-14 / 15-19 / 20-24 / 25 and above | Individual patient age |
| Delivery (method) | 10-14 / 15-19 / 20-24 / 25 and above | Individual patient age |
| EPI | Under 11 months / 11-23 months / 24-59 months | Individual child age and date of birth |
| ANC / PNC / Family Planning | Age displayed as a single value per patient | Individual patient age |
4.3 How Each Engine Handles Multiple Visits
The two engines treat repeat visits within a reporting period differently, and both approaches serve their intended purpose:
- DHIS Summary: each patient is counted once per indicator, regardless of how many times they were seen. This produces the unique-patient totals that national reporting requires.
- Facility Registers: each visit appears as a separate row. A patient who attended three ANC consultations in the month will have three rows in the ANC register - giving clinical staff the full visit-by-visit history they need for patient care and follow-up.
5. Common Foundations Across Both Engines
While the DHIS Summary and facility register engines serve different purposes, they are built on the same underlying data and share the same core logic for data quality and accuracy. This shared foundation means improvements made to one engine benefit both, and that results from both are always derived from the same clinical source of truth.
5.1 Always Using the Most Recent Clinical Record
Both engines are designed to use the most recent version of any clinical record within an encounter. If a clinician updates a form after initially saving it, RAAD always reports on the updated values - not the original entry. This ensures that corrections made during the same visit are reflected in all reports.
5.2 Excluding Cancelled or Corrected Records
Both engines automatically exclude any records that have been cancelled or corrected in the system. This is applied consistently across all 60+ report queries in RAAD, ensuring all outputs are based on clean, validated data.
5.3 A Shared Clinical Terminology Dictionary
Both engines use the same OpenMRS clinical concept dictionary to identify observations. Every clinical question (e.g. "Malaria test") and every coded answer (e.g. "RDT", "Positive") is matched by its standardised concept identifier, not by free text. This means:
- Reports are resilient to minor differences in how data was entered, as long as the correct coded option was selected.
- Both the DHIS Summary report and the facility register will always identify the same set of patients for any given clinical indicator.
- Adding a new language translation or synonym to the dictionary automatically applies to all reports.
6. Complete RAAD Report Inventory
The following table lists all reports available in RAAD, indicating whether each belongs to the DHIS Summary engine (submitted to DHIS2) or the Facility Register engine (used at facility level).
| Report Name | Engine | Clinical Area |
|---|---|---|
| Antenatal Care (MF-08) | DHIS Summary | ANC visit counts, supplements, and screenings |
| Birth Spacing Summary (MF-08) | DHIS Summary | Family planning: new clients, continuing clients, dispensed by method |
| Emergency Obstetric Care (MF-08) | DHIS Summary | EmOC signal functions |
| Method of Delivery (MF-08) | DHIS Summary | Delivery method by maternal age band |
| Delivery in Facility (MF-08) | DHIS Summary | Total births, partograph use, uterotonic for PPH |
| Outcome of Facility Delivery (MF-08) | DHIS Summary | Birth outcomes: live births, stillbirths, low birth weight, preterm |
| Tetanus Toxoid Dosage (MF-08) | DHIS Summary | Tetanus doses at ANC and for women of childbearing age |
| Maternal Death in Facility (MF-08) | DHIS Summary | Maternal deaths by age group |
| Postnatal Care (MF-08) | DHIS Summary | PNC visit counts and postnatal supplements |
| PLW Nutrition Screening (MF-08) | DHIS Summary | MUAC screening for pregnant and lactating women |
| Immunisation / EPI (MF-06) | DHIS Summary | Vaccine doses by age band |
| Infant & Young Child Feeding / IYCF (MF-06) | DHIS Summary | Vitamin A supplementation and deworming |
| Nutritional Assessment (MF-06) | DHIS Summary | Weight-for-height and MUAC screening by age |
| Programme Outcomes / IMAM (MF-06) | DHIS Summary | OTP/SFP/SC outcomes: Cured, Defaulted, Died, etc. |
| Malaria (MF-03) | DHIS Summary | Fever cases, RDT/Slide testing and treatment |
| GBV / FGM (MF-03) | DHIS Summary | Gender-based violence and FGM cases by age |
| Mental Health (MF-03) | DHIS Summary | Mental health new presentations and follow-up |
| Neglected Tropical Diseases (MF-03) | DHIS Summary | Schistosomiasis, Trachoma, Worm infestation, Onchocerciasis |
| Emergency Care (MF-03) | DHIS Summary | Emergency event types by age group |
| STI Syndromes (MF-03) | DHIS Summary | Genital discharge, ulcer, and other STI syndromes |
| Child Health (MF-03) | DHIS Summary | Paediatric diarrhoea, pneumonia, influenza-like illness |
| Other Conditions (MF-03) | DHIS Summary | Hepatitis, hypertension, diabetes, epilepsy, ADR |
| Clinical Attendance (MF-03) | DHIS Summary | OPD headcount, new patients, follow-up visits |
| Operational Theatre (MF-01) | DHIS Summary | Surgeries under local and general anaesthetic |
| Blood Screening (MF-10) | DHIS Summary | HBsAg, HCV, VDRL, HIV blood screening |
| Laboratory Services (MF-10) | DHIS Summary | Lab tests by department |
| Haemoglobin (MF-10) | DHIS Summary | Haemoglobin results by severity band |
| Confirmed Lab Diagnosis (MF-10) | DHIS Summary | Confirmed diagnoses: Polio, Measles, Cholera, Rabies |
| Malaria Lab (MF-10) | DHIS Summary | RDT/Slide results and Plasmodium species |
| HBsAg & HCV (MF-10) | DHIS Summary | Hepatitis B and C tests and positives |
| HIV / VCT Testing (MF-05) | DHIS Summary | HIV testing by age band and sex |
| PMTCT at ANC (MF-05) | DHIS Summary | PMTCT indicators at antenatal care |
| Labour, Delivery & Postnatal / PMTCT (MF-05) | DHIS Summary | PMTCT indicators across L&D and PNC |
| IDSR Weekly Summary (MF-13) | DHIS Summary | Immediately reportable disease cases and deaths |
| ANC Register (R-08 B) | Facility Register | Per-visit line list for all ANC consultations |
| PNC Register (R-09 B) | Facility Register | Per-visit line list for all PNC consultations |
| Birth Spacing Register (R-08 A) | Facility Register | Per-patient register of contraceptives received |
| Maternity & Delivery Register (R-09 A) | Facility Register | Per-patient delivery line list with full clinical detail |
| EPI Register (R-06) | Facility Register | Per-child register with vaccination dates |
| OPD Over-5 Register (R-02) | Facility Register | OPD line list for patients aged 5 and above |
| OPD Under-5 Register (R-02) | Facility Register | OPD line list for children under 5 |
| OPD Under and Over-5 Summary (R-02) | Facility Register | Per-patient OPD indicator summary |
| Mortality Line Listing (R-09) | Facility Register | Deaths with recorded cause of death |
| Laboratory Register (R-10) | Facility Register | Lab test line list with results |
| Pharmacy Register (R-11) | Facility Register | Full drug order line list with dosing details |
| VCT Register (R-12) | Facility Register | VCT visit line list with counselling and test result |
| Visit and Encounter by Date | Facility Register | Daily encounter counts by encounter type |
7. CloudBase - Cloud-Based Aggregation Layer
CloudBase is a centralised cloud system that receives data synchronised from multiple local OpenMRS facility installations. Where the DHIS Summary engine and Facility Register engine both operate within a single facility's local RAAD instance, CloudBase sits above all facilities and consolidates their data into a single shared cloud server. This enables cross-facility reporting, national dashboards, and real-time monitoring without requiring each facility to submit data manually.
7.1 How CloudBase Works
Each OpenMRS facility installation runs a synchronisation process that pushes data to the shared cloud server. Multiple facilities sync independently to the same cloud instance, allowing CloudBase to aggregate data across the entire network of facilities.
| What is synced | Detail |
|---|---|
| Clinical observations | Every observation (obs) from OpenMRS is synced to CloudBase |
| Patient demographics | Name, gender, date of birth, and patient identifier are synced separately from clinical observations |
| Facilities | Multiple OpenMRS installations sync independently to the same cloud server, enabling cross-facility aggregation |
7.2 Dashboard Summary Counts
CloudBase produces a set of summary dashboard counts for each facility and across all facilities. The table below details what each metric counts and how patients or encounters are distinguished.
| Register | Counting Unit |
|---|---|
| OPD ≥5 years | Distinct patients with OPD Form observation, aged 5 and above |
| OPD <5 years | Distinct patients with OPD Form observation, aged under 5 |
| ANC visits | Distinct visits, female patients, ANC visit type, with at least one recorded observation |
| ANC forms | Distinct encounters within ANC visits, female patients, with at least one recorded observation |
| PNC visits | Distinct visits, female patients, PNC visit type |
| PNC mother | Distinct encounters with a Mother PNC Visit observation type |
| Deliveries | Distinct patients with a Delivery Summary observation, Delivery visit type only |
| EPI / Immunisation | Distinct patients with an Immunization Type field observation |
| Infant visits | Distinct encounters with an Infant Visit observation in PNC, Delivery, or EPI visits |
| New born | Distinct encounters with a New Born observation type |
| Lab orders | Distinct orders with a resulted Lab observation or Dispensed observation linked to a Lab Order |
7.3 The Visits Without Observations Register - A Data Quality Consideration
The Facility Register engine includes a dedicated report called the Visits Without Observations register. This report lists every visit that was opened in the local RAAD system during the period for which no clinical observations were subsequently recorded. Understanding how this register interacts with CloudBase is important for interpreting any differences between local and cloud-based counts.
Why Empty Visits Exist
OpenMRS permits a visit and its associated encounters to be created in the system without requiring any observations to be saved. This can occur when a patient is registered and a visit is opened, but clinical data entry is not completed - for example, because the consultation was interrupted, the patient left before being seen, or data entry was deferred and not followed up. The visit record exists in the local system, but there is no clinical content attached to it.
How CloudBase Handles Empty Visits
CloudBase synchronises data from local OpenMRS installations using clinical observations as the primary unit of transfer. Specifically, every observation record is synced in two-day batch windows using the observation date as the synchronisation anchor. Patient demographics are synced separately.
Because empty visits contain no observations, there is nothing for the synchronisation process to transmit. As a result, visits without observations are present in the local RAAD Facility Register but are entirely absent from CloudBase. This is expected and correct behaviour - it is not a system error, but a consequence of the observation-based synchronisation design.
| HOW THIS AFFECTS COUNTS | Any visit that exists in the local EHR without a recorded observation will be counted in the local Facility Register (because the register is anchored on visits) but will not appear in CloudBase (because the sync is anchored on observations). This is the primary structural reason why local register counts and CloudBase dashboard counts may differ for a given reporting period. |
|---|---|
What the Visits Without Observations Register Shows
The Visits Without Observations register is a purpose-built Facility Register report that surfaces exactly this category of record. It shows, for each visit type, how many visits were opened during the period that have no associated observations. This makes it a practical data quality tool: it helps facility managers and supervisors identify where clinical data entry was not completed and follow up with the relevant staff.
The register breaks down empty visits by visit type and by sex, making it possible to see, for example, how many ANC visits, OPD visits, or PNC visits were opened but left empty in any given month. Addressing the entries in this register - by going back and completing the data entry for those visits, or by voiding visits that were opened in error - will close the gap between local and cloud-based counts.
End of Document • RAAD • Health Information System