RECORDS IN FAMILY HEALTH NURSING Statistical Coordination Board (NSCB) into

PRACTICE a system of designated statistics.

- As stipulated in Executive Order No. 352 –
CONTENTS: Annex 1, the FHSIS is one of the
I. Importance and Uses statistical activities designated by the then
II. Types of Records and Reports National Statistical Coordination Board
(NSCB) that will generate critical data for
LEARNING OBJECTIVES: decision-making by administrators,
planners and policy makers in the
o Differentiate the different reporting and
government and private sector.
recording tools of the Philippine Health
Care Delivery System.
Historical background of FHSIS
o Appraise the importance of a sound and
reliable reporting system. o 1987 - Conceptualization stage
o Document client’s responses/nursing care o 1988 - Consultative meetings
services rendered and o 1989 - Pilot implementation (Region 4 & 7)
processes/outcomes of the nurse client o 1990 - Nationwide implementation
working relationship. o 1993 – Devolution
o Ensure completeness, integrity, safety, o 1996 - 1st modification (Modified FHSIS)
accessibility and security of information. o 2006-2007 – 2nd modification (FHSIS v. 2008)
o Adhere to protocol and principles of o 2012 - Four years after, the FHSIS version
confidentiality in safekeeping and 2008 was further enhanced with the
releasing of records and other information. introduction of new programs and indicators

FHSIS Objectives:
INTRODUCTION TO THE HEALTH
o The FHSIS, as originally designed, is
INFORMATION SYSTEM
intended to record and track on a monthly,
Health Information system (HIS) quarterly and annual basis the extent of
coverage of essential public health
- The Health Information System (HIS) is a services offered by the field health care
set of components and procedures facilities. The overall purpose of which is
organized with the objective of generating to guide the local health officers and
information which will improve health care coordinators in managing service delivery
management decisions at all levels of in their respective locality and to guide the
health system (Lippeveld et.al., 2000). DOH in crafting new policies/guidelines,
Functions: prioritization and allocation of resources
and improving quality of health care and
 Data generation services.
 Compilation o Specifically, the FHSIS aims to:
 Analysis and synthesis 1) provide timely update on the reach
 Communication and use or coverage of public health
services delivered through the
Field health service information system
network of public health facilities
(FHSIS)
(e.g. BHS/health centers and
- The Field Health Services Information RHUs/Main Health Centers)
System (FHSIS) is a nationwide facility- including OPDs of government
based recording and reporting system that hospitals and private health
provides information to the Local facilities for certain health services;
Government Units (LGUs) and the 2) make public health service
Department of Health (DOH) as basis for coverage data available by socio-
decision-making relative to the economic status (e.g. NHTS, IPs,
management and implementation of public etc.), vulnerable groups (pregnant,
health programs throughout the country adolescent, infants, senior citizens)
- The FHSIS is the official system used by and source of service (private or
the Department of Health, and as per EO public);
352, was included by the National
 3) record and generate information on Coverage
monthly morbidity resulting from
o The first category includes the
various causes, and quarterly
accomplishment or coverage of public
mortality rates and identifying the
health service provided to the different
top ten leading causes of diseases
groups of clients, usually disaggregated by
(all ages, and special age groups);
sex, age-groups and this time, by socio-
4) track, record and report information
economic status – either as NHTS and
on demographic, nutritional status
Non-NHTS for Family Planning indicators.
of 0-59 months old children, and
These are grouped into 4 clusters,
selected infectious diseases data
namely: family health services, infectious
on a yearly basis including school-
disease prevention and control services,
based services.
noncommunicable disease prevention and
5) develop and disseminate annual
control health statistics and environmental
report on national, regional and
health and sanitation.
local public health service
o The other category covers morbidity and
coverage.
mortality resulting from various causes
Health Sector Performance Monitoring and and demographic data
Evaluation System (HSPME)
Forms and Tools
- The performance of the health sector is
o The effectiveness and efficiency of the
being tracked and measured through
FHSIS as a management information
different monitoring and evaluation
system relies heavily on the completeness
systems which the DOH, LGUs and the
and accuracy of data being recorded as
other partners had already put in place. As
the clients consult and seek health
shown in the following figure, the health
services from the health facility. Prior to
sector performance of the Philippines is
availing the services however, it is
categorized into long-term (Ambisyon
essential that the targeted recipients of
Natin 2040), medium term (e.g. Philippine
health services are identified, located and
Development Plan, Philippine Health
registered.
Agenda/National Objectives for Health
o For this purpose, there is a need to profile
which cover a 6-year term), and in short-
each household within the catchment
term (annual, semi-annual, quarterly,
population of the health facility.
monthly) period. These short-term health
o The completed HH profiles become the
performances are measured through the
basis of the health worker to construct the
different management information systems
Master Lists of the different groups (e.g.
such as the DOH Score Card, LGU Score
pregnant, post-partum, children,
adolescent, WRA, etc.) targeted to be
given the appropriate services.
HOUSEHOLD PROFILES
o Profiling of households in a given
barangay is the first step to ensure that all
household members are identified and
properly categorized by age group or
health condition group.
o This 2018 FHSIS Version adopts the
Community Health Team (CHT)
Household Profiling Tool. This tool enables
the volunteer health workers (e.g. BHWs,
BNSs, etc.) to list all members of each
household assigned to them and
Card and the Attached Agency Score Card. categorize them by sex and age and
obtain other pertinent information (e.g.
physical condition, NHTS members, etc.).
 o Once these HH profiles are completed by 1) Individual treatment record
the volunteer workers, they are to submit o The fundamental building block or
these to their supervising midwives in the foundation of the FHSIS is the
barangay. Individual Treatment Record.
o The Barangay midwife with assistance o This is a document, form or piece of
from the NDPs shall construct/update the paper upon which is recorded the date,
Master List of each targeted group of name, address of patient, presenting
clients to be served. symptoms or complaint of the patient
o It is advisable that the HH profiling will be on consultation and the diagnosis (if
done on January every year and to be available), treatment and date of
updated during the first month of the treatment.
subsequent quarters. o This record will be maintained as part
of the system of records at each health
Household Profiles and Master Lists:
facility on all patients seen.
These Master Lists include the following:
1) Master List of Women of Reproductive
Age for FP Services, Deworming
2) Master List of Pregnant and Postpartum
Women in the Pregnancy Tracking Form
3) Master List of Newborns, Infants, Under-
five Children, School-Aged Children and
Adolescents;
4) Master List of Oral Health Care Clients
5) Master List of Adults 20-59 Years Old (for
NCD Services)
6) Master List of Senior Citizens
7) Master List of Households on
Environmental Health and Sanitation
8) Master List of Industrial Establishments 2) Target Client List (TCL)
with Sanitary Permits o The Target Client List is another tool
9) List of Barangays by ZOD Certification which records the individual clients
Status who must receive the essential
package of services intended for their
Registries: particular physiological condition.
The following are the Registries needed in the o The TCL does not only list those
FHSIS: individuals who have obtained
services from the health facility but all
1) NTP Registry – c/o ITIS those targeted to receive said services.
2) Leprosy Registry – c/o ILIS o The first part of the TCL is
3) Malaria Registry – c/o PhilMIS accomplished with the names of the
4) Rabies Registry – c/o NaRIS targeted individuals and basic
5) Filariasis Registry information such as address, age,
6) STH Registry birthday, sex. The other portion of the
7) STI Registry TCL is accomplished once the
8) Registry on LRDs targeted client has already availed of
services from the health care
RECORDING FORMS/TOOLS
provider/facility.
- These are facility-based documents. Data o The TCLs allow the service providers
is more detailed and contains day to day to track and monitor the services
activities of the health workers. The provided to each individual client.
source of data for this component is the Specifically, the tool enables the
services delivered to patients/clients. service provider to:
o Identify those who have been profiled
but have not yet availed of services
and therefore would require follow-up
 visit by the volunteer workers or by the 5. Target Client List for NCD Prevention and
midwives/ nurses themselves; Control Services
o Determine the completeness and
Part 1. Target Client List for Risk-
timeliness of the services provided by
Assessed Adults 20 Years Old and Above
recording the type of service and when
the service was received by the Part 2. Target Client List for Cervical
client/s, Cancer Screening and Breast Mass
o Identify clients still needing follow-up Examination
care and when to advise clients to
come back for the next set of services; Part 3. Target Client List for Visual Acuity
o Identify those that have dropped out Screening, PPV and Influenza
from the program/service and plan Immunization for Senior Citizens
how to reach them out to continue 3) Consolidation Tools
their treatment or package of o There are basically two (2) forms
interventions. designed to consolidate data from
various reporting units/sources. These
are Summary Tables (ST) and the
Monthly Consolidation Tables (MCT).
Summary Tables
o The Summary Table (ST) is a tool for
the midwives to use in recording
service coverage on a monthly basis
for easier consolidation. It is usually
designed into a 12- month column
format representing each month of the
year and the last column for the
annual total.
Monthly Consolidation Table (MCT)
Target Client Lists:
o This tool is to be used by the
1. Target Client List for Family Planning supervising nurse at the Municipal/City
Services Health Office to record all data from all
2. Target Client List for Maternal Care the barangays. This becomes the
Services basis of the supervising nurse as
3. Target Client List for Child Care and reference in preparing the Quarterly
Services Report. In short, the MCT is the output
table of the M/CHO as it already
Part 1. Immunization and Nutrition contains the list of indicators by
Services for Infants Age 0-11 Months Old barangay.
and Children Age 12 Months Old
REPORTING FORMS AND TOOLS
Part 2. Nutrition and Deworming Services
- The FHSIS Reporting Tools refer to those
for Children Age 12-59 Months Old
forms bearing the summary data that are
Part 3. Deworming Services for Children to be transmitted or submitted on a
Age 5-9 Years Old monthly, quarterly and annual basis to the
next level of administration. The data
Part 4. Deworming Services for contained in these forms are sourced from
Adolescents Age 10-19 Years Old Part the Summary Tables and Monthly
Part 5. Services Rendered for Sick Consolidation Tables.
Children

4. Target Client List for Oral Health Care and

Services
Monthly Report o Aside from program accomplishments
and deaths, the quarterly reports also
1) Monthly Program Accomplishment or
contains natality data for the quarter.
Service Coverage Report (M1)
o The PHN forwards this Q1 report to
o This Report contains the summary
the Provincial FHSIS Coordinator at
data of each indicator on program
the PHO every Wednesday of the 2nd
accomplishment or service coverage
week of the 1st month of the
categorized into family health services,
succeeding quarter for provincial
infectious disease and prevention
consolidation.
services, non-communicable disease
prevention and control services. The
same indicators reflected in the TCLs
and STs are to be reported through M1.
In this regard, the midwife should copy
the data from the ST on Program
Accomplishment/Service Coverage
and submit this on a monthly basis to
the public health nurse / FHSIS
coordinator at the MM/CHO level. This
tool helps the midwife capture the
monthly data so that it would be easier
Annual Report (A1)
for the supervising nurse/FHSIS
Coordinator to consolidate and - A1 is a reporting tool which contains data
prepare the Quarterly report. on nutrition (0-59 months children who are
2) Monthly Morbidity Disease Report and stunted, wasted and obese), deworming,
Selected F1 Plus Indicators (M2) malaria and filariasis and demographic
o The Monthly Morbidity Disease Report data for annual submission to the different
contains the list of all diseases by age administrative level for consolidation.
and sex. The midwife uses the form for
the monthly consolidation report of
Morbidity Diseases and is submitted to
the PHN for quarterly consolidation.

Quarterly Report
- Quarterly Program Accomplishment
Report /Service Coverage report (Q1)
o The Quarterly Form or the Program
FLOW OF FHSIS REPORTS
Accomplishment/Service Coverage
Report is the official health report of - There are basically 4 categories of
the municipality/city for the quarter. data/information that are to be collected
o It contains the consolidated three- and reported through the FHSIS. The flow
month reports of all the BHSs and the of FHSIS Report is illustrated according to
RHU/MHC on program the category of data/information contained
accomplishment/ service coverage in each report.
categorized into: family health services,
infectious disease prevention and 1) Flow of Report on Morbidity - Note that
control services, environmental health, data on morbidity diseases follows the
and noncommunicable disease and same flow as that of the Program
prevention and control services during Accomplishment or Service Coverage
the quarter. Report
o It also contains report of all deaths 2) Flow of Report on Demographic,
which occurred in the municipality/city Environmental, and Mortality - The flow
disaggregated by age and sex. of FHSIS data on demographic profile,
environmental health and sanitation
natality and mortality vital health statistics
reflect the Local Civil Registry Offices as
another data source on top of the health
facilities (BHS, HCs, RHUs, MHCs, OPD
Hospitals, private clinics). The data flow
shows the need for each local health
facility to integrate those information from
the LCRs before the report is submitted to
the next level of administration.