National consultancy to consolidate & finalize RMNCH EMR documents Job Vacancy

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Background

Through
partnership with UNICEF, MCH program outlined key highlights and
recommendations for improving the service delivery by expanding existing
Medical record platform to a comprehensive, holistic and integrated system that
encompasses the entire RMNCH and nutrition programs. Further, the review
recommended leveraging this platform towards achieving results along the
continuum of care using a cascade approach from hospital, health center and
community levels. The EMR is currently implemented in 340 health facilities,
and is limited to only a few modules including the HIV package, eHealth
Management System â€“ eHMS (also referred to as the primary care package) now
implemented in 37 hospitals for billing and registration and Bushenge is the
only hospital implementing additional modules in EMR including registration,
lab, clinical notes, pharmacy and billing. By implementing EMR with
comprehensive RMNCH modules, the government of Rwanda would like to address
problems related to continuity and quality of care at health facilities and
community.

The
Government of Rwanda took a decision to adopt the Open Source Electronic
Medical Record (EMR) system as a national system to support health care
services within hospital and health centers across the country. EMR was created
in 2004 as an open source medical record system platform for developing
countries. OpenEMRS is a software platform and a reference application, which
enables design of customized medical records. The system is based on a
conceptual database structure, which is not dependent on the actual types of
medical information required to be collected, or on particular data collection
forms and so can be customized for different uses. This system is based on the
principle that information should be stored in a way that makes it easy to
summarize and analyze, i.e., minimal use of free text and maximum use of coded
information.

This
far, some hospitals and health centers have already started using the EMR, however,
the benefits so far are immeasurable. Great interest has shown in the health
sector to embrace technologies as such and its capabilities to strengthen RMNCH
and nutrition health service delivery across the continuum of care and
supporting innovative interventions towards achieving the results.
Additionally, Rwanda Ministry of Health is committed to achieving the
Sustainable Development Goals (SDGs) 2030. The maternal and child health
program Plan 2030 and key policy and program documents reaffirm the commitment
to the SDGs. The Maternal and child Health program is spearheading several
policy and program strategies towards achieving the health targets for the
national and global overarching goals. Strengthening the service delivery
platform and ensuring equity in coverage and quality are critical components
integral to achieving the targets for maternal, newborn and child health and
nutrition.

Objectives of the consultancy

The
main objective of this consultancy is to review, consolidate and finalize RMNCH
EMR draft documents (protocols, high-level workflows/flow charts, decision
flows, messages & defining EMR indicators).

Specific objectives.

Phase 1:

 Development
of RMNCH EMR documents content

 Reviewing and inserting details in the draft
high-level workflow charts and protocols (ANC, PNC, Intrapartum, IMNCI,
Nutrition/growth monitoring, immunization)

 Developing and completing development of the
remaining unfinished modules (FP, GBV, ETAT, , SRH, ECD)

 Developing detailed decision flows and data
input requirements for the different RMNCH programme thematic areas

 Creating specific decision flows interlinking
each of the RMNCH thematic area, including mandatory and optional decisions

 Developing decision flow for different levels
(HC, district hospital and referral hospital).

 Technical definition of tasks to guide case
management by different levels and supervisors.

 Creating protocols linking high level
workflows, decision workflows, and explaining data flow protocols

 Defining
linkages, indicators, reports and messages for the new EMR integrating RMNCH.

 Customizing
messages linking EMR and mHealth (RapidSMS or RapidPro) to ensure continuum of
care between health facilities, CHWs and community.

 Describing
mandatory and optional decisions, preparing dashboards, report formats

 Incorporating
HMIS/DHIS-2 indicators and defining/adopting quality of care indicators.

 Technical
definitions for new indicators (including quality of care indicators

 Presenting
final drafts of RMNCH EMR documents to the RMNCH technical teams and MCCH TWG
for inputs and validation

 Inserting
inputs from the technical teams and MCCH TWG, finalizing the documents,
submission to RBC and UNICEF for approval

Phase 2.

Working with IT consultant to customize the new
RMNCH EMR documents within EMR platform.

 Working
with the IT consultant to customize developed RMNCH EMR protocols

 Pre-testing
of the new updated RMNCH EMR documents in one Hospital and One Health center

 Finalization
and validation of the new updated RMNCH EMR documents ready for implementation

Capacity Building and Knowledge Transfer.

In
Rwanda, we strive to build local capacity as much as possible on any project
under implementation. Hence, knowledge transfer will be integral to this
process. As a technical RMNCH EMR Consultant, he/she will be responsible for
sharing material knowledge therein confined in his/her consultancy deliverables
for an effective knowledge transfer. It is important to note that the project
owner â€“ RBC holds full ownership rights of the work undertaken on the project
as well as the right to distribute the work among the stakeholders. We take
knowledge sharing and dissemination very important to ensure sustainability and
functionality of the RMNCH EMR documents at the end of contract.

Justification

Although
currently, various data elements are entered separately and exist in virtual
silos, clinicians are required to fill out different and mutually exclusive
forms, exacerbating strains on a system facing a scarcity of health
professionals. Quality of clinical care depends on the knowledge and practice
of the health care provider and there is a high degree of variance among
providers. An electronic system at point of care can guide providers to ensure
a minimum standard of quality. Moreover, data for cohort analysis is not
available at real time to inform program management and policy decisions. The
system-level improvement is expected to resolve many of these issues, but much
more work is necessary to successfully upgrade the existing EMR version,
including the creation and integration of new RMNCH modules/forms and making
them interoperable with existing EMR modules.

Key responsibilities / tasks

The
Technical MNCH Consultant will review, consolidate and finalize RMNCH EMR
documents including protocols, high-level & decision flow charts,
indicators (HMIS/DHIS-2 & quality of care), reporting formats, dashboard
and working with EMR developer. This approach must be in line with internationally
accepted best practices. During the execution phase of this consultancy, the
technical RMNCH EMR Consultant will participate in the validation RMNCH EMR
documents.

The
consultant will ensure decision flow capture all data reported in HMIS/DHIS-2
and work with the IT consultant to develop EMR business analysis reports. The
RMNCH EMR should capture more indicators (including quality of care indicators)
than in HMIS/DHIS-2.

Although
the list of expected deliverables is shown below, the Technical RMNCH EMR
Consultant must understand that this list may require changes during the
consultancy period. These changes may happen in cases the priority of tasks
change or a specific stakeholder / user requires implementation of the changes.

Deliverables.

Phase 1.

 Road map
for review, consolidation and finalization of the RMNCH EMR technical documents
with clear process and implementation timeline

 The
final new developed RMNCH EMR documents ready for customizing in the EMR system

 A
comprehensive report describing components of the new developed RMNCH EMR
documents including high-level workflow charts and protocols, specific decision
flows for each of the RMNCH thematic area, decision flow for different levels
(HC, district hospital and referral hospital), definition of tasks to guide
case management by different levels and supervisors, protocols linking high
level workflows, decision workflows, and explaining data flow protocols,
messages for mHealth, and dashboards and reporting formats that include HMIS/DHIS-2
and new indicators (including quality of care indicators).

Phase 2.

 Final
new updated RMNCH EMR documents approved by RBC and UNICEF customized within
the new EMR platform

All deliverables need to be developed in
consultation with and approved by RBC/MOH and UNICEF. The expected duration to
complete all these deliverables is 3 months. Additional one month will be sprit
with period while working with IT, inserting inputs & finalizing the EMR
documents with a possibility of extending consultancy period based on need.

Reporting

UNICEF
will issue the contract and pay the consultant, based on the payment schedule
mentioned below and after the approval of the deliverables by MOH and UNICEF.
UNICEF Health Specialist – in collaboration with MOH – will manage the contract
and be the focal point for all contractual matters.

Payment schedule:

Deliverable

Payment proportion

Output 1: Road map for review,
consolidation and finalization of the RMNCH EMR technical documents with clear
process and implementation timeline

20%

Output 2: The final new developed
RMNCH EMR documents ready for customizing in the EMR system

25%

Output 3: A comprehensive report
describing components of the new developed RMNCH EMR documents including
high-level workflow charts and protocols, specific decision flows for each of
the RMNCH thematic area, decision flow for different levels (HC, district
hospital and referral hospital), definition of tasks to guide case management
by different levels and supervisors, protocols linking high level workflows,
decision workflows, and explaining data flow protocols, messages for mHealth,
and dashboards and reporting formats that include HMIS/DHIS-2 and new
indicators (including quality of care indicators).

30%

Output 4: Final new updated RMNCH EMR
documents approved by RBC and UNICEF customized within the new EMR platform

25%

The
consultant will be responsible for all logistical arrangements associated with
this contract. UNICEF / MOH will provide a letter of support to facilitate
field visits where needed (for quality assurance). Other expenses such as local
travels, banking/cash services, or office space and equipment (including
computers and photocopiers) shall be under the responsibility of the
consultant.

For
all contractual issues, the consultant will report to UNICEF. For technical
issues, the consultant will work directly with the technical team, led by
UNICEF and MOH. All deliverables must be approved by MOH and UNICEF to be
considered final. The consultant is expected to use his or her own equipment,
including computers. UNICEF premises will be available for the meetings and
collecting inputs from other partners.

The
consultant shall not make use of any unpublished or confidential information,
made known while performing duties under the terms of this agreement, without
written authorization from MOH/UNICEF. The products of this assignment are not
the property of the consultant and cannot be shared without the permission of
MOH/UNICEF. The consultant shall respect the habits and customs of the local
population and abstain from interfering in the country’s political affairs. Law
no 31/2007 on intellectual property right will be applicable where necessary.

The
consultant shall abide by and be governed by UNICEF Procedure on Ethical
Standards in his duties.

Payment
will only be made for work satisfactorily completed and accepted by UNICEF.
UNICEF reserves the right to withhold all or a portion of payment if
performance is unsatisfactory, if work/outputs is incomplete, not delivered or
for failure to meet deadlines.

All
materials developed by the consultant will remain the copyright of MoH/UNICEF,
who will be free to adapt and modify the materials for future use.

Potential types of materials/documents to be
prepared and submited to UNICEF are:

 New
final RMNCH EMR documents (in soft and hard copies)

 A report
on the content of the new RMNCH EMR documents integrating all exiting modules,
explaining the changes and new inputs to the RMNCH EMR documents, definition of
tasks to guide case management by different levels and supervisors, protocols
linking high level workflows, decision workflows, and explaining data flow
protocols, messages for mHealth, and dashboards and reporting formats that
include HMIS/DHIS-2 and new indicators (including quality of care indicators).

 Progress
Reports and Minutes of MCCH and technical Meetings

 Field
Reports

 Technical
Reports

 Draft
and Final Report

 Presentation
material

Qualifications and specialized
knowledge/experience required:

Mandatory Qualifications – required in order to
be evaluated.

 Medical
doctor with masters degree in Public Health or related field

 5 years
or more of relevant experience in RMNCH guidelines/protocols development

 Experience
in clinical, public health and primary health care services

 Experience
in RMNCH programs implementation, monitoring and evaluation

 Object
Oriented Programming experience preferred

 Knowledge
of health management information systems, Health and EPMS/EMR is desirable

 Computer
skills (excel, word, PowerPoint)

Education:

 The
Technical RMNCH EMR Consultant must have at least a degree in human medicine.

Desired qualifications.

 Strong
analytical, problem-solving, and conceptual skills.

 Leadership
and communication skills

 Should
be flexible and a good motivator

Experience:

 Knowledge
of Rwanda health system structure, and health information system

 Acquaintance
with RMNCH technical working groups process

 Good
understanding of different RMNCH thematic areas

 Working
with national medical professional council

Language Requirements:

 Fluency
in written and spoken English is required.

 Knowledge
of French and Kinyarwanda is an asset

Expected deliverables and timeframe

There
are Seven Outputs associated with the assignment divided into two phases, phase
1 and phase 2 grouped into 4 deliverables:

 Deliverable
1: Output 1

 Deliverable
2: Output 2

 Deliverable
3: Output 3

 Deliverable
4: Output 4

The
write up of all outputs above should be in a clear language so that they can be
easily understood, avoiding long sentences, jargon, abbreviations and technical
terms to the extent possible, and should as necessary define the terms used. As
appropriate, the outputs must also contain drawings, diagrams or other visual
materials to illustrate work done.

 The
expected duration to complete all these deliverables is full time for 3 months.
One month sprit with period (working with IT, inserting inputs & finalizing
the EMR documents) with a possibility of extending consultancy period based on
need.

Evaluation Criteria:

Shortlisted
candidates will be assessed for their suitability based on the following:

 The
Technical Evaluation is weighted at 75% and 25 % for the Financial proposal.

How to apply

Qualified
and experienced candidates are requested to submit a letter of interest a Technical Proposal
outlining a road map for review, consolidation and finalization of the RMNCH
EMR technical documents with clear process and implementation timeline. The
applicant should also submit an
all-inclusive Financial Proposal outlining the total costs for
this consultancy with payment linked to the 4 main deliverables outlined above.

In
their letter of interest, candidates should highlight their previous work
experience relevant to the assignment, the attributes that make them suitable,
their proposed approach to the assignment.

General conditions: procedures and logistics:

The
consultant must be or work with an expert (s) aware of the conditions of each
site/region of intervention. In some circumstances, particular logistic
arrangements are required. Therefore, while conducting the consultancy UNICEF
will not be responsible for any unexpected additional cost or arrangement
required during the implementation of the assignment. UNICEF will only hire one
consultant for this assignment and s/he will be responsible for hiring and
paying own sub-contractors if need be.

Policy both parties should be aware of:

 Under
the consultancy agreements, a month is defined as 21 working days, and fees are
prorated accordingly. Consultants are not paid for weekends or public holidays.

 Consultants
are not entitled to payment of overtime. All remunerations must be within the
contract agreement.

 No
contract may commence unless the contract is signed by both UNICEF and the
consultant.

 The
consultant will be required to sign the health statement for consultants /
individual contractors prior to taking up the assignment.

For every Child, you demonstrate…

UNICEF’s
core values of Commitment, Diversity and Integrity and core competencies in
Communication, Working with People and Drive for Results.

UNICEF
is committed to diversity and inclusion within its workforce, and encourages
all candidates, irrespective of gender, nationality, religious and ethnic
backgrounds, including persons living with disabilities, to apply to become a
part of the organization.

UNICEF
has a zero-tolerance policy on sexual exploitation and abuse, and on any kind
of harassment, including sexual harassment, and discrimination. All selected
candidates will, therefore, undergo rigorous reference and background checks.

Remarks:

Only
shortlisted candidates will be contacted and advance to the next stage of the
selection process.

How to apply:

UNICEF
is committed to diversity and inclusion within its workforce, and encourages
qualified female and male candidates from all national, religious and ethnic
backgrounds, including persons living with disabilities, to apply to become a
part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=516865

Application
Deadline” 14th October, 2018