Standards and Guidelines for Electronic Medical Record Systems in ...

Note: It is desirable that EMR systems collect more than the defined minimum data set for HIV
care and be usable in the provision of holistic care to patients as a whole. This minimum data
set does not restrict EMR developers from collecting more data.
Data Validation and Quality
To improve on data quality, the EMR systems are required to adhere to the set validation
guidelines. The following overview provides general guidance to how data validation should be
incorporated in the HIV care EMR systems.
First order validation
First order validation verifies that data elements are entered in a valid format and value and are
within an acceptable range.
· EMR developers should ensure that data elements are not left blank when capturing
patient-level data. Some data elements are mandatory to collect (as defined in the minimum
data set definitions).
o The system should generate an alert when an incorrect regimen combination has
been prescribed.
o The system should alert the provider or data entry personnel of a change of
treatment regimen that occurs without an indicated reason.
· EMR systems should validate all date formats.
· Dates should be checked for range and limits. For example:
o Date started on ART should not be before date found eligible for ART
o Date enrolled in care cannot be before date of birth
· Dates should be displayed in the format dd/mm/yyyy as per Kenyan date formats.
· All laboratory results data should be validated against set ranges. For example:
o Hemoglobin levels should be validated against the normal ranges for both male and
female patients,
o CD4 counts and CD% should be validated against the normal range.
· Vital signs shall be validated against normal human ranges, including:
o Weight
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