Consultant LN - Health Information System (HIS)

1. BACKGROUND TO THE ASSIGNMENT:

The Electronic Health Record (EHR) system PHENICS is designed to improve patient care by centralizing data and enhancing communication among healthcare professionals, but its effective use requires thorough understanding and continuous training. Many healthcare workers struggle to adapt to such technologies due to limited access to training. Additionally, stakeholders like INGOs working with the Ministry of Public Health (MoPH) need ongoing training to align with national health protocols, including the use of PHENICS and other health initiatives.

2. PURPOSE OF THE ASSIGNMENT:

The proposed e-learning platform is designed to enhance the capacity of health workers and stakeholders in the primary healthcare sector by offering accessible and flexible training. Its primary focus is to familiarize users with PHENICS, as well as other training initiatives provided by the MoPH and international partners. By delivering continuous learning opportunities, the platform aims to improve the adoption of digital health tools, enhance service delivery, and ensure standardized knowledge across the national healthcare system.

Features that could be applied in the E-Learning Platform:

1. Interactive Modules: Engaging modules that cover various aspects of the Medical Record System, including data entry, documentation, report generation, and system navigation.
2. Video Tutorials: Instructional videos demonstrating step-by-step processes, best practices, and real-life scenarios to enhance understanding and practical application of the system.
3. Assessments and Quizzes: Interactive assessments to evaluate user knowledge and track progress. Quizzes can be used to reinforce learning and provide instant feedback.
4. Documentation and Resources: Access to comprehensive user guides, manuals, FAQs, and reference materials to support users in their learning and provide ongoing assistance.
5. Virtual Training Sessions: Live or recorded webinars or virtual training sessions led by experts to provide in-depth training, answer questions, and address specific topics or challenges.
6. Gamification Elements: Incorporation of gamified elements such as badges, points, leaderboards, and rewards to motivate users, encourage participation, and create a sense of achievement.
7. Mobile Compatibility: Mobile-friendly design and compatibility, allowing users to access training materials and resources on smartphones and tablets for convenient learning anytime, anywhere.
8. Progress Tracking and Reporting: Tracking of user progress, completion rates, and assessment scores. Generate reports and analytics to monitor individual and group learning outcomes.
9. Notifications and Reminders: Automated notifications and reminders to prompt users to complete training modules, participate in upcoming sessions, or access new learning materials.

3. SCOPE OF THE ASSIGNMENT:

4. DELIVERABLES DESCRIPTION:

1. Internal and External Needs Assessment:

• Conduct a comprehensive needs assessment by preparing and collecting data, utilizing both quantitative and qualitative methods.
• Align the assessment with insights gathered from focus group discussions and stakeholder interviews to identify the specific e-learning requirements.

  Due Date: 2 months – by end of December 2024

1. Terms of Reference (TOR) Development:

• Develop a detailed Terms of Reference (TOR) document that outlines the project scope, objectives, deliverables, timelines, and key responsibilities for the e-learning initiative.
• Ensure that the TOR aligns with the organization’s goals and stakeholder expectations.

      Dute Date: 1 month – by end of January 2025

1. Engage in Bid Selection Process:

• Participate in the procurement process by conducting an initial evaluation of bids, including technical and financial assessments.
• Take part in technical interviews to assess the capabilities of the bidding firms, followed by final scoring and the selection of the most suitable firm.

   Due Date: 1 month – by end of January 2025

1. Consultancy Firm Management:

• Oversee and coordinate the activities of the selected consultancy firm, ensuring that their deliverables meet the project's technical specifications and quality standards.
• Provide continuous support and guidance to align the firm's outputs with the overall project requirements.

1.  Prepare Progress Reports:

• Deliver monthly progress reports that monitor and document the completion of project deliverables according to the defined sprints.
• Include updates on shared progress, testing results after each sprint, and feedback from stakeholders.

1. Capacity Building and Knowledge Transfer:

• Research and identify the most appropriate e-learning development tools and technologies, compiling findings into a comprehensive report.
• Conduct training sessions for end-users on how to develop e-learning content using the selected tools.
• Facilitate Q&A sessions, perform testing, and carry out quality checks on the e-learning content, ensuring that a minimum of three courses are fully developed and meet quality standards before final delivery.

 Due Date: 3 months – by end of April 2025

1. Submit the Final Report

• Prepare and submit a comprehensive final report that includes a detailed testing report, feedback collected from various stakeholders (IMC, MOPH IT Department, consultants, etc.), and any other required components.
• Ensure that the report provides a thorough evaluation of the project outcomes and recommendations for future initiatives

Due Date: 1 month – Upon delivery of the project from the selected firm

Consultant Specifications

To perform this consultancy successfully, Consultant will serve as the Digital Transformation Consultant - Software Engineer, the consultant has the necessary expertise and experience to successfully manage and execute the project.

Below are some key qualifications:

• Bachelor’s degree in information technology, Computer Science, Health Informatics, or related field (master’s preferred).
• Proven 5-7 years of experience in managing e-learning projects, with demonstrated success in delivering projects on time and within budget.
• A comprehensive portfolio showcasing previous e-learning projects, highlighting expertise in various aspects such as course design, development, LMS integration, and user experience optimization
• In-depth knowledge and hands-on experience with e-learning authoring tools (e.g., Articulate Storyline, Adobe Captivate), Learning Management Systems (LMS), and other relevant software
• Experience with cloud-based e-learning platforms and their integration with existing Systems.
• Understanding of SCORM, XAPI (Tin Can API), and other e-learning standards and protocols
• Expertise in developing project plans, setting timelines, resource allocation, risk management, and executing project tasks efficiently.
• Good understanding of health information systems, electronic health records, and healthcare processes.
• Strong skills in communicating and collaborating with various stakeholders, including subject matter experts, developers, instructional designers, and senior management.
• Ability to analyze technical challenges, propose solutions, and make informed decisions to ensure project success.
• Previous experience in the humanitarian field and collaboration with NGOs and governmental organizations is a plus.

PLEASE NOTE THE FOLLOWING:

1. CODE OF CONDUCT

All Consultants are required to adhered to and promote International Medical Corps shared responsibility and obligation to report matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are aware of any suggested activities then you have an obligation to report to International Medical Corps.

1. EQUAL OPPORTUNITIES

International Medical Corps is proud to provide equal consultancy opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

1. PAYMENT  

Payments are delivery-based. Any deliverable not meeting the required specifications will have to be reworked and resubmitted at no additional cost.

• The proposed payment schedule for this assignment (total budget) is 5000 USD
• To be paid (following final submission of each of the below deliverables):
  • 50% of fees for the Needs Assessment and TOR
  • 30% for the transfer knowledge and capacity building for the team
  • 20% after submitting the final report

Payments are made upon submission of progress reports on completed tasks, outlined against planned outputs. Based on the report and satisfactory performance, payments will be certified by the supervisor.

1. TITLE RIGHTS

International Medical Corps shall be entitled to all property rights including but not limited to patents, copyrights and trademarks with regard to material, which bears a direct relation to, or is made in consequence of, the services provided to the organization by the consultant. 

1. INSURANCE

Consultants are fully responsible for arranging, at their own expense, such life, health and other forms of insurance covering their period of service on behalf of International Medical Corps as they consider appropriate.  Consultants are not eligible to participate in life or health insurance schemes available to International Medical Corps employees

1. TAXATION

International Medical Corps undertake no liability for taxes, duty or other contributions payable by the consultant on payments under this contract. 

1. TERMINATION OF CONTRACT

Either party may terminate this contract before the expiry date of the contract by giving notice in writing to the other party. 

The period of notice shall be 5 days in case of contract less than 2 months duration and 30 days in the case of contracts for longer periods; provided however that the in the event of termination on the grounds of misconduct or the in the event of termination on the grounds of misconduct or poor performance by the consultant, International Medical Corps shall be entitled to terminate the contract without notice.

In the event of the contract being terminated prior to its due expiry date, the consultant shall be compensated pro rata for no more than the actual amount of work performed to the satisfaction of International Medical Corps.