MEETING MINUTES

Title: Feedback Meeting with Health Facility In-charges on Support Supervision Findings
Date: [Insert Date]
Venue: [Insert Venue]
Time: [Insert Time]
Chairperson: [Insert Name, e.g., District Health Officer or HSD Focal Person]
Rapporteur: [Insert Name]
Participants: In-charges of all visited health facilities, HSD management team, Supervision
team, key stakeholders from DHMT

1. Opening Remarks

The meeting commenced at [Insert Time] with a word of prayer, followed by opening remarks
from the Chairperson. The Chair emphasized the purpose of the meeting—to collaboratively
review findings from the recent support supervision, identify areas of strength and concern, and
jointly agree on remedial actions to improve service delivery across the health sub-district.

2. Presentation of Key Findings by Department

2.1 Outpatient Department (OPD)

 Strengths:
o Patient flow and triaging processes were well established in most facilities.
o OPD registers were in place and up to date.
o Health education sessions were being conducted, particularly in high-volume
facilities.
 Challenges:
o Inconsistent recording of patient details and diagnosis codes.
o Delays in patient consultations due to understaffing and high workload.
o Inadequate infection prevention and control (IPC) supplies, especially hand
sanitizers and gloves.
 Recommendations:
o Conduct periodic refresher training on HMIS tool utilization and accurate data
capture.
o Advocate for additional staff deployment to high-burden facilities.
o Strengthen IPC supply chain through timely requisition and allocation.

2.2 Maternity Department

 Strengths:
o Skilled birth attendance was noted to be improving in several facilities.
o Availability of essential maternal health drugs (e.g., oxytocin, magnesium sulfate)
in most sites.
o Partographs were present and being utilized to monitor labor progression.
 Challenges:
o Inadequate privacy and space in some maternity wards.
o Stock-outs of key consumables such as gloves, cotton wool, and disinfectants.
o Incomplete documentation in maternity registers and postnatal care registers.
 Recommendations:
o Engage district leadership to prioritize maternity infrastructure improvements.
o Strengthen forecasting and procurement practices for maternity consumables.
o Continue mentorship on comprehensive maternity documentation.

2.3 Laboratory Department

 Strengths:
o Most laboratories were conducting the minimum service package as per MOH
standards.
o Quality control procedures were in place in larger facilities.
 Challenges:
o Stock-outs of laboratory reagents, particularly for malaria RDTs, syphilis, and
HIV tests.
o Inadequate waste disposal practices in some sites (e.g., absence of sharps pits).
o Frequent machine breakdowns without timely repair support.
 Recommendations:
o Prioritize procurement and consistent supply of essential reagents.
o Train and enforce biomedical waste management SOPs.
o Establish rapid response maintenance mechanisms for equipment repair.

2.4 ART Clinic

 Strengths:
o ART client registers and viral load monitoring tools were in place.
o Good linkage and retention strategies noted in majority of facilities.
o Differentiated Service Delivery Models (DSDM) implemented, including CDDP
and Fast Track.
 Challenges:
o Delays in delivery of ARV consignments causing short-term stockouts.
o Limited space for confidential counseling and client privacy.
o Inconsistent appointment tracking for missed clients.
 Recommendations:
o Strengthen ART commodity management through training and support
supervision.
o Engage facility leadership in optimizing room usage to enhance privacy.
o Introduce and enforce appointment reminder systems (e.g., phone follow-up or
community linkage facilitators).

2.5 TB Clinic

 Strengths:
o TB registers were up to date and aligned with national guidelines.
o Some facilities had integrated TB/HIV services effectively.
 Challenges:
o Stock-outs of GeneXpert cartridges and lack of TB screening tools in OPD.
o Limited community awareness on TB symptoms leading to late presentations.
o Underutilization of contact tracing registers and follow-up for lost TB clients.
 Recommendations:
o Improve coordination with NTLP to ensure steady supply of diagnostic
commodities.
o Conduct health education sessions focusing on TB at OPD and community
outreaches.
o Support contact tracing activities through regular review meetings and follow-up
tools.

2.6 Inpatient Department

 Strengths:
o Patient monitoring charts and drug administration charts were being used.
o Some facilities had dedicated nursing staff for day and night shifts.
 Challenges:
o Shortage of essential drugs for inpatient care (e.g., antibiotics, IV fluids).
o Poor sanitation in some wards due to inadequate cleaning staff and supplies.
o Weak referral and feedback mechanisms between IPD and higher-level hospitals.
 Recommendations:
o Strengthen coordination with NMS and district store managers for drug supply.
o Engage local government in employing support staff (cleaners, ward assistants).
o Develop and implement referral feedback forms across all facilities.

3. Cross-cutting Challenges and Opportunities

 Human Resource Constraints: Chronic staff shortages across departments.

 Data Quality Issues: Variations in reporting completeness and accuracy.
 Infrastructure Limitations: Need for renovations, especially in maternity and
laboratory departments.
 Community Engagement: Limited involvement of VHTs and community linkages in
patient follow-up.

General Recommendations:

 Advocate for recruitment and redistribution of health workers to fill critical gaps.
 Conduct regular data quality assessments and coaching sessions.
 Work with district engineers and partners to mobilize support for minor renovations.
 Strengthen the role of VHTs in demand generation, patient tracing, and health promotion.

4. Way Forward

 A comprehensive action plan will be developed by the supervision team in collaboration

with the in-charges.
 Follow-up visits are scheduled for [Insert Month] to assess implementation progress.
 Facilities were tasked to address at least 2 major gaps identified per department before
the next review.

5. Closing Remarks

The Chair appreciated the active participation of all facility in-charges and supervision teams.
Emphasis was placed on teamwork, accountability, and a continuous improvement culture. The
meeting closed at [Insert Time] with a commitment to improve health outcomes in the sub-
district.

Prepared by:
[Insert Name]
Support Supervision Rapporteur
[Insert Title]
[Insert Date]
Agenda

1. Opening Remarks
2. Presentation of Supervision Findings
3. Discussion on Key Service Delivery Areas
4. Recommendations and Action Points
5. Any Other Business
6. Closure

Opening Remarks

The meeting was opened by Dr. Sarah Kintu, who welcomed all members and emphasized the
importance of periodic supervision in strengthening health system performance. She appreciated
the district team for the support and commitment.

Supervision Feedback – Key Discussion Areas

1. Infection Prevention and Control (IPC)

 Findings: Waste segregation observed, but inadequate supply of gloves and some
handwashing stations lacked water and soap.
 Discussion: Staff encouraged to enforce IPC practices. Need to procure sufficient gloves
and refill soap dispensers regularly.
 Action: In-Charge to follow up with DHO for IPC supplies.

2. Primary Health Care (PHC) Funding

 Findings: Delays in PHC fund disbursement noted; incomplete retirement of Q3 funds.

 Discussion: Staff urged to submit accountabilities timely to avoid delays.
 Action: Finance officer to support timely submission; In-Charge to coordinate monthly
reviews.

3. Human Resource for Health

 Findings: Critical staff shortages in laboratory and maternity departments.

 Discussion: Overworking of available staff noted; temporary task shifting ongoing.
 Action: DHO to advocate for additional staff from the Ministry; internal duty roster to be
optimized.

4. Staff Appraisal
 Findings: Most staff had not completed their performance appraisals for 2024.
 Discussion: Staff reminded that timely appraisal is essential for professional development
and promotions.
 Action: Appraisals to be completed and submitted by 31st July 2025.

5. Drug Availability and Management

 Findings: Stockouts reported for key drugs (e.g., Amoxicillin, Metronidazole); no buffer
stock maintained.
 Discussion: Better forecasting needed; over-prescription was noted in OPD.
 Action: Pharmacist to update stock cards regularly; In-Charge to request emergency
supply.

6. Prescriptions and Dispensing

 Findings: Some prescriptions lacked full documentation; legibility issues noted.

 Discussion: Staff reminded to write clearly and follow treatment guidelines.
 Action: CME to be scheduled on rational prescription practices.

7. Surgeries and Theatre Services

 Findings: Minor surgeries are functional; occasional power outages interrupt operations.
 Discussion: Need for a standby generator or solar backup.
 Action: In-Charge to escalate to the district for support on backup power options.

8. Maternity Deliveries and Antenatal Care

 Findings: Deliveries increasing steadily; ANC attendance good but some mothers
missing IPT doses.
 Discussion: Staff encouraged to intensify health education during ANC visits.
 Action: ANC team to track missed IPT and iron-folic acid supplementation.

Summary of Action Points

Issue Responsible Deadline

Refill IPC supplies and handwashing stations In-Charge / Stores 20th July 2025
Submit PHC accountabilities Finance Officer 25th July 2025
Finalize staff appraisals All Heads of Department 31st July 2025
Request emergency drug supply In-Charge 22nd July 2025
Schedule CME on rational prescription Senior Clinical Officer 5th August 2025
Power backup for theatre In-Charge to escalate to DHO 10th August 2025