MULTIMEDIA UNIVERSITY OF KENYA (MMU).

Motto: Riding on technology.

INDUSTRIAL ATTACHMENT REPORT

NAME :MUTAI KIPTOO VINCENT

REG NO : BUS -242- 050/2019

2023
DECLARATION

This industrial attachment report is my work and has not been submitted in any University for
any award. No part of the report may be copied without the permission of I MUTAI KIPTOO
VINCENT. I hereby declare that all the information in this document has been obtained and
presented in accordance with academic rules and ethical conduct. I also declare that, as required
these rules and conduct I have fully written this report based on truth and cited all activities that I
undertook while on attachment.

NAME: MUTAI KIPTOO VINCENT

REG NO: BUS -242-050/2019

SIGN……………………………. DATE…………………………….

SUPERVISOR NAME:...............................

SIGNATURE:.............
DEDICATION

This work is dedicated to Almighty God for his unconditional love and gift of life. Also
dedicated to my parents and siblings for their support during my attachment period, my industrial
supervisor and colleagues who supported me in one way or another and lastly to my friends.
ACKNOWLEDGEMENT

I would like to thank Almighty God for his tender care, love, protection all through attachment
period.

Im grateful to my loving family for their continued moral support throughout the entire period of
attachment.

Im grateful to my industrial supervisor, Kevin Mutai together with Patrick Rono for their
guidance and perseverance to ensure I am professionally trained, Equipping me with relevant
skills.

I’m grateful for their support in equipping me with the skills related to the authority and for their
presence in whatever means I needed at my workplace

Im grateful to the entire Kericho county referral hospital fraternity for the great chance of being
part of the Team.

I cannot end this list without paying tribute to the entire Multimedia University of Kenya for
their constructive training and the knowledge they have imparted in me throughout the course.

God Bless you all!!

ABSTRACT
This report is a compilation and presentation of the attachment I undertook at the Kericho
County Referral Hospital, fulfilling the requirement by the university for the award of a
Bachelors degree in Business and Information Technology.

Chapter one provides the introduction and brief overview of the industrial attachment and its
relevance to me as a student.

Chapter two gives an overview of KCRH organizational structure, vision, mission, Core business
and the 8th cooperate plan.

Chapter three entails what I undertook during the attachment period, what directly relates to the
course and other relevant things to my career development. It outlines the accomplishment of
duties and responsibilities assigned, the most interesting experiences and relatedness of the
University taught programs to the field work.

Chapter four gives the conclusion and recommendations including the major strengths and
weaknesses of attachment programs at the KCRH, recommendations both to the organization and
the University for improvement of the attachment programs.
LIST OF ABBREVIATIONS

KCRH- Kericho County Referral Hospital.

NHIF- National hospital insurance fund.

OPD- Outpatient department.

ENT- Ear, nose and throat department.

CC- child care

EMR- Electronic medical recording.

MCH- Maternity care home.

OBS/GYN- Obstetrician/gynecologist.

DSRU- Disease surveillance and research unit.

 TABLE OF CONTENTS

DECLARATION…………………………………………………………………………………ii

DEDICATION…………………………………………………………………………………...iii

ACKNOWLEDGEMENT………………………………………………………………….……iv

ABSTRACT………………………………………………………………………………………v

LIST OF ABBREVIATION……………………………..………………………………………vi

CHAPTER ONE..............................................................................................................................8

1.0 Introduction........................................................................................................................8

1.1 Brief history of the facility.................................................................................................8

1.2 Main functions of the facility.............................................................................................8

1.3 Vision, mission and core values of the institution..............................................................9

CHAPTER TWO...........................................................................................................................10

2.0 Organization structure of Bungoma county referral hospital...........................................10

2.2 THE HOST ATTACHMENT DEPARTMENT...............................................................13

CHAPTER THREE.......................................................................................................................15

3.0 EVALUATION OF THE ATTACHMENT PERIOD.....................................................15

3.1 Success/ failure of the attachment exercise......................................................................15

CHAPTER FOUR..........................................................................................................................17

4.1 Employees code of conduct..............................................................................................17

REFERENCES..............................................................................................................................18
CHAPTER ONE.

1.0 Introduction.

Kericho County Referral started as a prisoners of war camp during the First World
War. It was converted into a hospital in 1932 and was called The Native Hospital.
The Native Hospital had both in-patient and out-patient services and was later
named Kericho District Hospital after independence. And currently known as
Kericho county referral hospital after its capacity expanded this was immediately
after devolution of health services by the National Government.

1.1 Brief history of the facility.

Objectives of Kericho County Referral Hospital.

To continually improve performance and exceed patient expectation.

To provide services for both inpatient and outpatients.

To set the best practice standard in health care services.

1.2 Main functions of the facility.

To diagnose diseases

Training of medical staff

Research about various diseases.

Medical and social rehabilitation of patients.

Sensitizing patients about preventive measures against certain illness.

Prophylaxis of relapses and complications of diseases.

Kericho County Referral Hospital services included the following;

Antiretroviral therapy

Antinatal and post natal care

Radiology services eg X-ray, Ultrasound and MRI.

Integrated management of childhood illnesses.

Family planning.

Curative outpatient services.

Prevention of mother to child HIV transmission.

Tuberculosis diagnosis and treatment.

Reproductive health.

1.3 Vision, mission and core values of the institution.

Vision: The vision of Kericho County Referral Hospital is to be an efficient and

cost-effective medical care system for healthy nation.

Mission: Its mission is promoting and participating in the provision of integrated

and high-quality curative and rehabilitative services to all Kenyans.

Core values: Efficiency, integrity, timeliness, transparency, confidentiality, professionalism and

quick response.
CHAPTER TWO.

2. Organizational Chart of Kericho County Referral Hospital

Chief Executive Committee (CEC)

Chief Officer (CO)

Director of Medical Services

Medical Superintendent

Deputy Medical Superintendent

Administrator Nursing Officer In- Charge

Departments of Laboratory Department

Department of Procurement
Health Records
Pharmacy Department
Accounts
Department of Registry X-Ray Department
Department
Department of Renal Theater Department Dental Department

Ear, Nose & Throat (ENT) ICT Department Bio-medical department

Department Social works
Wards (1-7) department
Mother Child
Health/Family Planning OPD Department CCC Department
(MCH/FP) Department
Physio &Occupational Eye Department ICU/HDU Department
Therapy Department Blood Bank Department

Outsourced services

Catering Security Cleaning

0 Organization structure of Kericho County Referral Hospital.

2.1 Duties and responsibilities of key personnel in the organization.

The key personnel at KCRH are the medical superintendent, health administrative officer,
nursing officer incharge, head of clinical department (eg medicine, paediatrics, surgery and
obs/gyn) and ward nurse.

The duties and responsibilities of the medical superintendent.

Overall supervision of the facility.

Planning, development and budget monitoring of the hospital.

Interaction and assigning duties to immediate officers and heads of various departments.

To discharge legal responsibilities pertaining to the hospital.

Coordination and interaction with ministries, and government departments.

Exercise of financial and administrative power delegated to him as 'head of department',

manpower planning, appointing and disciplinary of group C & D employees.

The duties and responsibilities of the health administrative officer.

Staff hiring; employing qualified people.

Coordination of business functions in the hospital.

Develop policies and procedures and ensure they follow and implement policies.

Managing patient records; endure medical histories, current health information and billing,
insurance and legal documents.

Maintain open line communication that enable the system to function swiftly and efficiently.

The duties and responsibilities of a nursing officer.

Managing, supervising and assisting the nursing staff.

Providing administrative support and patient care.

Provide guidance on administering care to new patients or those with special needs.
Develop and implement training courses and organize seminars to help educate and train new
nurses and staff.

Frequently work with other nurses and patients to create aplan of care that is individualized to a
patient's needs

Document the performance of nurses, perform evaluations and counsel nurses on unsatisfactory
performance.

They meet with upper management to discuss personnel and administrative issues and adress and
solve problems among staff.

The duties and responsibilities of heads of clinical departments (Medical, paediatrics, surgery
and obs/gyn)

Monitor compliance to legal guidelines, internal policies and quality standards.

Evaluating performance and discipline employees when necessary.

Plan and oversee all patient care or administrative operations and programs.

Coordinate and supervise staff providing constructive feedback.

Provide personnel with clinical training and opportunities for continous development.

Devise strategies and plans for the clinical department according to standards for excellent
service and growth.

The duties and responsibilities of the ward nurse.

Provide care and treatment for patients admitted in hospital wards.

Provide day- to - day Care and treatment for patients.

Provide information for patients and also their families to help them understand their treatment
and make informed decisions about their own healthcare.

Some of the partners that Kericho County Referral Hospital works closely with are;

USAID- An independent agency of the United States of America federal government that is
the main source of funds for health.

Ministry of health, health information systems division- A unit of the ministry of health
responsible for maintenance and support of various health information systems that have been
employed by the ministry.
 Pepfar- An initiative by government of the United States of America that is behind the
funding by USAID. Through the president's emergency plan for AIDS relief which was started
by George W. Bush, USAID is provided with funds, which it uses to support health under the IT
field in achieving their goals and missions.

Ministry of health, Disease surveillance and research unit(DSRU)- A unit at the ministry of
health responsible for disease surveillance and medical research in kenya.

2.2 THE HOST ATTACHMENT DEPARTMENT.

THE ICT DEPARTMENT.

The key functions of the department.

The main roles of ICT section in this institution include the following;

1) Setting up of internet protocols to the hospital computers.

2) A routine checkup of computers and printers at the hospital departments.
3) License renewal of departments at the hospital.
4) Data entry of hospital data into electronic form.

Payroll and monitoring employees time off- the payroll function ensures the organization
pays it's employees accurately including bonuses, commissions and benefits.

Inventory cost management- A facility's inventory is the goods owned for sale usually
within a period of one year. The department watches the cost of inventory over a specific period
against revenues to ensure the costs do not negatively impact cash flows.

Recording fixed assets on a balance sheet with the depreciation of each eg goodwill and
trademark for intangible assets and machinery for tangible assets.

Providing accounting services and financial support to the organization.

 Recording accounts payable and receivable.

Review records of each department to determine the facility's financial position and any
changes required to run the organization cost effectively.

Paying the hospital bills e.g electricity bills, food and ration and also paying suppliers.

Billing inpatient and outpatient clients through the billing centre.

Tracking assets and expenditures of the hospital.

Keeping track of critical tax documents.

2.2.1 The staff establishment of the accounts department.

The number of employees in the accounts department are; (4) employed by the county
government. The department offers internship (2) and (4) attachees.

2.2.2 Student's main objectives for the attachment exercise.

To enhance knowledge and skills on what we learn in class.

To be exposed to the actual working environment that is getting hands-on life experience on
what responsibilities should be done in an institution or an organization.

To understand work ethics, employment demand, responsibilities and opportunities.

To provide an opportunity to apply the principles and techniques theoretically learnt in class
into real-life problem solving situations.

2.2.3 Attachee's assigned routine duties.

Updating the revenue ledger

Updating the cashbook.

Filling of reports and documents.

Writing cheques and updating the cheque register.

Preparation of the financial statements such as the balance sheet and the profit and loss
statement.

Verifying account statement on the software.

Commiting the the imprest warrant; temporary, standing and special imprests.
 Filling and issuing vouchers to suppliers.

Commiting the local purchase order(LPO) and local sales order (LSO).

Tracking mpesa statements to match with reports from receipts in the software.

Registration of new members to the linda mama antinatal care scheme.

Billing patients and preparing online invoices against every bill.

Notifying NHIF, AON and linda mama scheme beneficiaries; updating their cards.

Claiming the facility's revenue feom the NHIf scheme through a series of steps.

Commiting the musteroll.

CHAPTER THREE.

3.0 EVALUATION OF THE ATTACHMENT PERIOD.

3.1 Success/ failure of the attachment exercise.

Success.

Able to the workflow of the various departments in the hospital.

Improved interpersonal skills with the patients.

Able to relate with the staff.

Able to solve problems based on the department that I was posted to.

Built up trust with the staff such that they could assign us more responsibilities.

Being confidential about the patient's records and staff personal files.
Reduced turn-around times.

Reduced number of complaints from patients.

Improved revenue collection.

Failures.

Not being able to use the entire hospital management system, only a part of the system.

Some departments not being integrated in the system so I was not assigned to work there

3.2 Challenges encountered during the attachment period.

Network failure leading to delay of services.

Unfriendly staff who are not willing to assist where necessary.

Heavy workload.

Misfiling of inpatient files.

Language barrier when dealing with some patients.

The medical terminologies used in the hospital were difficult to comprehend eg MOH705A and
ACD- 10 among others.

Poor data intake leading to unreliable data being generated.

3.3 How the challenges were solved.

Checking and appropriately filling the files in the central records department for easy tracing
and retrieval.

Collaborating with other attaches with the assistance of the supervisor.

Establishing a rapport with the staff to create a friendly working environment.

Seeking help from other staff who are able to translate the language while communicating with
the patients.

Familiarized with accounting techniques used in claiming and generating revenues for the
facility.

Establishing an understanding with the patient hence pleading them to be patient as they wait to
be served.

3.4 Recommendation as how the attachment exercise can be improved by the university.
 Providing students with particular objectives that are to be achieved during the attachment
period.

Referring students to organizations/ facilities that provide ample experience in their particular
course work, in this case, accounting.

CHAPTER FOUR.

4.1 Employees code of conduct.

Act honestly and responsibly avoiding actual or perceived conflicts of interest.

Promote a safe, secure and healthy work environment for all.

Protect the hospital's physical, electronic and intellectual property.

Uphold the policies of the Kericho County Referral Hospital.

Uphold the values of the hospital; excellence and innovation, patient- centered care,
teamwork, collaboration and leadership.

Treat all internal and external members of the community with respect and dignity and
without discrimination.

Respect and protect the privacy and confidentiality of all individuals and information
subject to relevant legislation and hospital policies.
 4.1 SUMMARY, CONCLUSION AND RECOMMENDATION

4.1.1 SUMMARY

The hospital department is well managed and organized in discharging the duties
assigned to it. The members of the staff in the department are acknowledged and
readily available for assistance and services when needed

The head of ICT department is an efficient and effective manager of department

open management styles make everyone feels comfortable and at ease and this
makes the department to run smoothly. The assistant ICT expert is also very
resourceful in terms of departmental knowledge and ensures that all information
technology procedures are followed when any ICT activity is to be carried, out.

Kericho County Referral Hospital have a setup of a well-organized ICT

department that ensures that the goals aimed at are achieved. The ICT department
has tried to play its role in the running of the facility despite shortcomings it
encounters. It is working to achieve a complete paperless facility where all the
activities and transmission of data across all the departments is made using the
Local Area Network of the organization.

4.1.2 CONCUSSION

Kericho County Referral Hospital attachment program has offered me a great

opportunity to grow and develop. It has propelled me to be able to overcome
challenges and develop my career. I learnt extensively on how to conduct various
ICT tasks at the hospital which gave me a good boost to my studies. The program
has enhanced my critical thinking and analytical skills as well as improved my
professional and ability to work in a multicultural environment. Working in
Kericho County Referral was not only an honor and privilege but a lifelong
experience that will forever shape my professional life. This great experience is
incomparable to other experiences I had in the past. I was inspired to serve rather
than expect to be served by others. The ICT department therefore Is very vital arm
in the running of the institution and therefore how it is managed determines the
functioning of the hospital.

4.1.3 RECOMMENDATIONS
To the organization

Facilitation; The management of Kericho County Referral Hospital should buy

more facilities such as computers, vehicles so as to ensure smooth running of the
company’s activities and respond to the dynamic competition environment. This
technological advancement will enable the organization to move from manual to
computerized methods of processing all documents and record keeping.

More opportunities for students to do attachment with the organization. the

attaches would also recommend the organization to continue giving attachment
placement to as many students as they can because some miss this experience
which is also important requirement of the university due to the fact, they failed to
get placement.

Allowances; the organization should give allowances to attaches most especially

transport allowances to cater for transport cost because most student stay far from
attachment places hence increasing their expense

To the University

The university should secure attachment places for student according to their
respective programs undertaken in the university through giving students
recommendation in order to ease their training period and also avoid the ache
gotten by students in such of attachment places

The university should continue with the attachment program this is because it helps
to prepare the students for their careers in future and also enable the student to
practice the theoretical knowledge obtained during class be exercised practically. It
also helps to develop student understanding of work ethics, employment demands,
responsibilities and opportunities.

Constant supervision of student, the attachés recommend the university to carry out
constant supervision and monitoring of students during the attachment training so
as to encourage them to perform the duties fully and also accurately. This will also
put a close link between the academic supervisor and field supervisors so as to
foster appropriate assessment of the attachés.

REFERENCES.

Head of ICT department, Mr. Kevin Mutai.

Assistant Head of ICT Department, Patrick Rono.