Health Information Management department formerly known as Medical Record department is as old as this organization. It has been in existence since the old Ondo state when the Hospital was still under Hospital Management Board; it was referred to as State Specialist Hospital under the headship of Elder Gegeleso Francis. I, before the creation of Ekiti state .After the creation of state, this man moved to the Hospital Management Board to head the place and Late Mrs Akinwumi  Margaret  Olaitan was made the Head of Department of Medical Record for 8 years from 1996-2004. Mr Omoniyi Amos .O was brought in to help correct some things and oversee the affairs of the department before he too left after few months. Mrs Owolabi Alice Titilayo stepped into the headship of the department in year 2004 while the place was still named State Specialist Hospital; she was the head of Department even till the time this Teaching Hospital was established in 2008 and continues in the headship till the time she retired in year 2015. Mrs Dada Oluwamayowa Esther came in as the Head of Department in July 2015 and pilots the affairs of the department successfully till 27th December 2018 before she transferred her service to another organization. Mrs Akinyemi  Oluwatoyin Rhoda assumed the post of the Acting Head of Department on 28th December 2018 till date. 


  Activities conducted in the clinics

The units of the department had grown to about 18units ranging from General Outpatient Department, Accident and Emergency, Obstetrics and Gynaecology, Ophthalmology, Surgical Outpatient Department, Medical Outpatient Department, Dental, Children Outpatient, ART/Counselling, Statistics, NHIS, Diagnostic and Wellness centre, Igbemo Outreach Centre, Okela Health Centre, Physiotherapy, Community Medicine Department, JTD Ire outreach centre, Coding and Indexing, Admission and Discharges, Library,Chest and  Mental Health Unit.  Out of all these, 3units run 24hours service,4Units run 12hours services, the remaining 11 units run 8hours service. The department comprises of highly dedicated staff. All units are now headed by Health Information Officers. As at today, we have Health Record/ Information Officer- 12, Health Record/Information Management Technician- 50, Health Record Assistance- 2, Administrative staff – 7, making total of 71 staffs

 General activities performed by the Health Records Management section across various clinics of the hospital include:

1. Documentation of Patient referred from other clinics to the unit Billing patients for consultation fee through e-payment

 2. Monthly statistics

 3. Documentation of patients’ information both in the manual form and also in the electronic management system.

4.  Creation of invoice from the electronic device for payment.

5.  Retrieving and communication of the patients’ case note to the clinician for documentation of the diagnosis, treatment and management of the patient.

6.  Retrieving of the properly documented patients’ case note from the clinician for statistical report and filing (to enhance easy retrieval on subsequent visits).

7.  Linking of the patient with clinicians in consultative clinics through their case folders for further management(for patients whose diagnosis required that they are referred to such consultative clinics for better management)

  Coding unit

1.  Classification of discharged patient’s diagnosis for retrieval of both surgical and medical cases for research and training.

2.  Entering the patient information into the index card.

3.  Inputting the diseases index card into the computer for future reference

 Admission and Discharge unit

1.   Scrutinization of discharged patients case note and arrangement of its content in chronological order.

2.  Filling the Admission and Discharge register.

 Statistics unit

1.   Collection of inpatient diseases and death, deliveries and operation done in the hospital monthly.

2.   Collection of GOPD diseases and death.

3.  Collection of general/consultative outpatient statistical sheet.

4.   Collection of daily Bed statement.

5.   Collection of laboratories test done, family planning.

6.   Collection of X-ray test done.

7.   Compilation of all statistics from all units.

8.   Input of all statistic in the computer system.

9.  Submission of reports to the management and Disease Notification Officer

Time of Operation

Head of Department

Mrs. Akinyemi  Oluwatoyin Rhoda

Mrs. Akinyemi Oluwatoyin Rhoda

Mrs Akinyemi Oluwatoyin Rhoda was born in Ado – Ekiti but hails from Aramoko Ekiti in Ekiti West. She had her primary education at St. Michael Primary School Ado Ekiti, which later split into two different schools and she now finished from Jonathan Memorial Primary School Ado –Ekiti in 1994. She had her secondary education at Christ’s Girls’ School Ado – Ekiti (1994-2000). After which she proceeded to the School of Health Technology ijero ekiti where she studied Health Information Management and she finished in 2003, had 1st class in her state exam and she emerged as the overall best. After this, she proceeded for her HND programme where she furthered her education in the same course (Health Information Management) in the School of Health Information Management, Obafemi Awolowo University Teaching Hospital Ile – Ife from 2004-2007. During the course of her education she had visited some hospitals to acquire SIWES training in places like the then UNAD Health centre (now EKSU Health Centre), comprehensive Health center Ise – Ekiti, Lagos University Teaching Hospital (LUTH) and even within the Obafemi Awolowo University Teaching Hospitals Complex Ile – Ife. She had and is still impacting the lives of young people in the profession in some colleges of Health Technology within Ekiti State. In her search for knowledge, she proceeded to the premier university, University of Ibadan where she had her masters in health Information Management in 2014 and is still on her pursuit for knowledge as she is into her PhD in the same profession. She joined the service of Ekiti State on 3rd August, 2007; she had worked in several units since the inception of this institution which had broadened her knowledge. The department has been witnessing tremendous progress during her tenure.