JICA-SAMACH tools and explanatory notes >>> Try using the "Demo-version" of the available Tools from above.

1) Planning and Monitoring Tool

• Annual Work Plan (AWP) Development & Monitoring Online Tool

[Purpose]   The tool is developed so that CHMT, SCHMT, and HFs can see their planned activities and their budget (in their AWPs) from their PCs or smartphones and monitor the progress at any time. In case the activities are not implemented as planned, the managers can intervene in a timely manner.

[Functions]   The tool allows CHMT, SCHMT, and HFs to enter planning and budgeting information for each activity.  All the information is compiled in a tabular format of the AWP template (planning and budgeting section) provided by MOH. The individual HFs’ AWPs can also be consolidated into sub-county or county AWPs. 

This tool is available for the registered users with ID to view and use the information of the county to which they belong. The monitoring function is used by each HF for every quarter for the progress of each activity by proportional rate (%). The progress is not measured only by financial performance but by actual implementation. Each HF can rate it subjectively in this sense. Once data is entered, the generated AWP sheets show these rates with color variation to make them noticeable.

2) Reporting Tools

• 'HR' Status Reporting Online Tool

[Purpose]   The tool is developed so that the CHMT, SCHMT, and HFs can monitor monthly whether the composition and number of staff at each HF are adequately staffed to serve their target population. By addressing the gaps, it is expected that the CHMT, SCHMT, and HFs would take actions such as reviewing the HR plan or taking budgetary measures where there are shortages of HR.     

[Functions]   The tool can provide monthly updates of the over/under staffing of individual HFs over the course of the year and show the fluctuations. The tool can automatically generate a list of all HFs in the county to identify HFs with high shortages and positions with overall shortages.  

• 'Equipment' Status Reporting Online Tool  

[Purpose]   The tool is developed so that the CHMT, SCHMT, and HFs can identify shortages of essential equipment to deliver maternity and child health services at Level 2 and 3 HFs and make managerial decisions, including necessary budgetary measures by addressing the gaps.   

[Functions]   The tool has the same functions as the HR tool above. The tool can show the availability and shortage of essential equipment, especially for MCH services, in a table for each HF for the entire year. It can automatically generate an “equipment availability table” for all HFs in the county.    

• NHIF-SAMACH Monthly Information Reporting Online Tool <Used till September 2024>

[Purpose]   The tool is developed so that CHMT, SCHMT, and HFs can monitor the number of services, number of claims raised, and amount of reimbursement related to Linda Mama and EduAfya. The tool enables to analysis the percentage of the service delivered and claimed, the percentage of claimed and reimbursed, which would facilitate managers to intervene rapidly when the percentages are low.

[Functions]   The tool allows the HFs to enter the actual delivery of health services covered by Linda Mama and EduAfya for reimbursement. Data such as "claimable amount (estimated reimbursement)", "claimed amount", and "actual reimbursement" based on the number of people served by individual HFs and the type of service delivered can be collected monthly. A table listing and comparing HFs within the county can automatically generated which can be used for data analysis. The tool also contains a Checklist function to find each HF’s condition if it can claim NHIF reimbursement.

3) Financial Management Tool

• Receipt & Expenditure Information Management Online Tool [for AWP /NHIF-Linda Mama] 

[Purpose]   The tool is developed so that the HFs can manage their financial execution information based on their AWP’s budget plan. 

[Functions]   This tool is linked to the “AWP Development & Monitoring Online Tool” mentioned above. The tool is an electronic ledger that contains revenue sources and cost allocations. The tool allows financial monitoring and analysis of plan implementation. If the funds that the HF can handle are restricted, the tool will be used to limit the target (e.g., NHIF reimbursement resources) and track the income and use of the funds.

4) Commodity Management Tools 

• Sub-County Store Management Tool (for Lab items)

[Purpose]   This tool was designed to digitize the bin-card system, offering county managers real-time visibility into commodity balances at each sub-county store. By allowing sub-county store managers to continuously enter stock data as commodities are received and issued to health facilities, the inventory is always up-to-date. 

[Functions]   The tool allows SC store managers to register commodity movements and see the stock balance in real time. This helps them report to and inform county managers, who can then distribute and supply the appropriate volumes of needed commodities.

• Pharmaceuticals: Stock-out Alerting Online Tool for HFs  <This has been stopped using due to the roll out of "TiBhabu" (EMR for HFs)>

[Purpose]   The tool is developed to provide visibility and notification to managers on which items are in short supply and when, and which HFs are experiencing such problems. In the event of a shortage, the tool is expected to quickly accommodate any inventory in the county (or within a sub-county) and review procurement plans and timing throughout the year.

[Functions]   The tool allows HFs to report on shortages of pharmaceuticals needed for health services. 

5) SOPs for NHIF and AWP

A: How to make level 2 & 3 health facilities start claiming NHIF reimbursement

[Objectives] This SOP is developed as a reference for CHMT and SCHMT, who are in a position to guide level 2 and 3 health facilities (HFs) how to make them accredited to NHIF and start claiming reimbursement funds.

The SOP can also be referred as a guide to legally formalize new health facilities’ operation and maintain the status, which is a prerequisite for all the HFs and the first step to be cleared for NHIF accreditation.

B: How to support level 2 & 3 health facilities for claiming NHIF reimbursement

[Objectives] This SOP is developed as a reference for CHMT and SCHMT, who are in a position to monitor and supervise NHIF Linda Mama claims and reimbursement status of level 2 and 3 health facilities (HFs), using SAMACH NHIF Tool.

Before anything, CHMT/SCHMT must be aware if their HFs are accredited to NHIF. For this aspect, please refer to SOP A.

CHMT and SCHMT are also urged to refer to and understand the following SOP C and D, which are for Level 2 and 3 HFs。

C: How to claim NHIF Linda Mama

[Objectives] This SOP is developed as a reference for Level 2 and 3 health facilities who make claims for NHIF Linda Mama.

For day-to-day claiming, the facilities need to log in to NHIF Portal. As for how to navigate through the Portal, it is explained in “Linda Mama by NHIF” PowerPoint. It is recommended for facilities to learn from fellow facilities who are claiming Linda Mama and to request NHIF Branch Office officials for instruction.

D: How to reconcile NHIF claims and reimbursement

[Objectives] This SOP is developed as a reference for Level 2 and 3 health facilities who make claims for NHIF Linda Mama.

This SOP illustrates (i) how to retrieve “unpaid claims” data, the amount owed by NHIF to the facility, and (ii) how to retrieve “paid claims” data, the amount reimbursed by NHIF.

E: How to guide level 2 & 3 health facilities for AWP Budgeting

[Objectives] This SOP is developed as a reference for CHMT and SCHMT, who are in a position to guide level 2 and 3 health facilities how to develop Annual Work Plan (AWP), especially its Program Based Budget (PBB) using SAMACH AWP Tool.

Since SAMACH has an emphasis on MCH service, examples are taken from the MCH. But the basic approach for budgeting for MCH service can be applied to all other health and medical services and programs.

For overall AWP development, please also refer to “AWP Handbook” which is downloadable from JICA-SAMACH website. The Handbook was developed by OCCADEP Project, the preceding project of SAMACH.

F: How to guide level 2 & 3 health facilities for AWP Quarterly Monitoring

[Objectives] This SOP is developed as a reference for CHMT and SCHMT, who are in a position to guide level 2 and 3 health facilities how to monitor quarterly the implementation of planned activities in Program Based Budget (PBB ) of Annual Work Plan (AWP) using SAMACH AWP Tool