SIWES REPORT

Submitted by:

AJAO DOLAPO OPEYEMI

Matric No: 2170691

Department: Health Information Management

Institution: University College Hospital (UCH), Ibadan

SIWES Location: JERICHO SPECIALIST HOSPITAL

SIWES Duration: [June 23 – August 1, 2025]

Supervisor in Charge: Mr Abiola

SEPTEMBER, 2025
CERTIFICATION
This is to certify that [AJAO DOLAPO OPEYEMI], a student of the Department of Health
Information Management, University College Hospital (UCH), Ibadan, with Matriculation
Number [2170691.], successfully undertook the compulsory six-week Student Industrial
Work Experience Scheme (SIWES) at the Health Information Management Department,
Jericho specialist hospital from 23rd June 2025 to 1st August 2025.
This report is a true reflection of the activities, skills acquired, and experiences gained during
the training period.

Student Name: AJAO DOLAPO OPEYEMI

Matric No: 2170691

…………………………………..

Date: ___________________

Mrs Adewoyin
(Department of Health Information Management)
Supervisor in Charge

……………………………………..

Date: ____________________

Mr Abiola
(Supervisor, Health Information Management Department)
JERICHO SPECIALIST HOSPITAL
……………………………………..

Date: ____________________

Mrs. Oloyede
(Head of Department, Health Information Management)
JERICHO SPECIALIST HOSPITAL
……………………………………..

Date: ____________________

.
 ACKNOWLEDEMENT

I sincerely appreciate the Almighty God for His guidance and protection throughout the
period of my Industrial Training.

My heartfelt gratitude goes to the management and staff of [JERICHO SPECIALIST

HOSPITAL] for giving me the opportunity to undergo my SIWES training in their
establishment. I am particularly grateful to my industry-based supervisor, [Mr Abiola], for his
guidance, support, and encouragement during the course of my training.

I also wish to thank my school supervisor, [Mrs williams], and the SIWES coordinator of
[Mrs owolabi Halimot] for their valuable advice and regular supervision.

I am deeply grateful to the management of JERICHO SPECIALIST HOSPITAL for

accepting me into their Health Information Management Department. My special thanks go
to mrs oloyede (Head of Department) and Mr Abiola (my immediate supervisor) for their
constant guidance, supervision, and encouragement during my training.
I also appreciate the contributions of Mr Akinyemi , Mr Adeyemo i, Mrs Ayetundun and all
other staff members in the JERICHO SPECIALIST HOSPITAL where I gained practical
experience.
Finally I appreciate my family and friends for their prayer ,moral support and their
encouragement throughout my SIWES program.

Abstract
The Student Industrial Work Experience Scheme (SIWES) is a program designed to expose
students to real-world work environments relevant to their academic discipline. This report
presents a comprehensive account of my six-week SIWES training at the Health Information
Management Department of JERICHI SPECIALIST HOSPITAL . The training provided
hands-on experience in patient registration, case note management, data compilation, and
statistical reporting across various clinical units including New out patient department ,
surgical out patient department , medical out patient department,Gynecology,Ante Natal ,
Admission and discharge.
The experience bridged the gap between theoretical knowledge and practical application,
improved my understanding of hospital workflows, and enhanced my technical, ethical, and
interpersonal skills. The report also highlights the hospital’s structure, core values, services,
challenges encountered during the training, and recommendations for improving the
efficiency of health information management systems in Nigerian hospitals.

Table of Contents
1. Abstract – i
2. Chapter One – Introduction – 1
1.1 Student Industrial Work Experience Scheme (SIWES) – 1
1.2 Aims and Objectives of SIWES – 2
1.3 Bodies Involved in Management of SIWES – 3
3. Chapter Two – History of Organization – 4
2.0 History of Organization – 4
2.1 Organization Core Values – 5
2.2 Organization Services – 6
2.3 Organization Structure – 7
4. Chapter Three – Work Experience in Records Department – 8
3.1 Weekly Summary of Activities – 8
 5. Chapter Four – Experience Gained – 15
4.0 Introduction – 15
4.1 Experience Gained – 16
4.2 Relevance of Experience Gained to Classroom Knowledge – 18
4.3 Conclusion – 19
6. Chapter Five – Recommendations and Challenges – 20
5.0 Conclusion – 20
5.1 Recommendations – 21
5.2 Problems Encountered at Workplace – 22
7. References – 23

INTRODUCTION

1.1 Student Industrial Work Experience Scheme (SIWES)

The Student Industrial Work Experience Scheme (SIWES) is a skill acquisition program
initiated by the Industrial Training Fund (ITF) to bridge the gap between classroom theory
and practical workplace experience. It equips students with real-life work exposure relevant
to their field of study, enabling them to apply theoretical concepts in actual work
environments. Through SIWES, students gain technical competence, workplace ethics, and
industry-related problem-solving skills that prepare them for future careers.
1.2 Aims and Objectives of SIWES
 Expose students to industrial work settings relevant to their course of study.
 Provide opportunities to apply theoretical knowledge in practical situations.
  Enhance technical and interpersonal skills in a real work environment.
 Prepare students for employment after graduation.
1.3 Bodies Involved in Management of SIWES

1. Industrial Training Fund (ITF)

The ITF is the federal agency responsible for establishing, funding, and overseeing
the implementation of the SIWES program nationwide. It sets policies, provides
guidelines, and ensures that the scheme achieves its objectives of bridging the gap
between classroom learning and industry practice.
2. Tertiary Institutions
Universities, polytechnics, and colleges of education are responsible for coordinating
student placements, monitoring their progress during the training period, and
conducting assessments based on performance. They also liaise with the ITF and host
organizations to ensure the program runs effectively.
3. Employers/Host Organizations
These are the industries, companies, or institutions (such as hospitals, laboratories, or
firms) where students are placed for their industrial training. They provide the
enabling environment, mentorship, and supervision necessary for students to acquire
practical skills relevant to their course of study.

CHAPTER TWO

ORGANIZATION PROFILE
2.0 History of Organization
The Ladoke Akintola University of Technology (LAUTECH) Teaching Hospital,
Ogbomosho, is a state-owned tertiary health institution under the management of the Oyo
State Government. Established to provide specialized healthcare services, it also serves as a
referral center for complex medical cases from within and outside the state. In addition to its
service delivery role, the hospital functions as a training ground for medical students, health
information management students, and other allied health professionals, ensuring the
continuous development of the healthcare workforce in Nigeria.
2.1 Organization Core Values
 Excellence in Patient Care – Providing quality medical care that meets professional
standards.
 Professionalism and Ethics – Upholding integrity, confidentiality, and ethical
practices in all hospital operations.
 Innovation in Healthcare Delivery – Continuously adopting modern medical
technologies and methods to improve service delivery.
 Commitment to Community Service – Engaging in outreach programs and public
health initiatives for community well-being.

2.2 Organization Services

 Outpatient and Inpatient Care – Medical and surgical care for both admitted and
visiting patients.
 Specialized Clinics – Ophthalmology, ENT, Pediatrics, Obstetrics & Gynecology,
Surgery, and other specialties.
 Diagnostic Services – Laboratory investigations, radiology, and imaging services.
 Emergency Services – 24/7 emergency response for critical medical cases.
 Health Information Management – Efficient collection, processing, storage, and
retrieval of patient records to support clinical and administrative functions.

2.3 Organization Structure

The hospital operates under three main divisions:
1. Administrative Units – Handle overall management, policy-making, human resources,
and financial operations.
2. Clinical Units – Comprise various medical and surgical specialties providing direct
patient care.
3. Support Units – Provide essential services to facilitate hospital operations, including
Health Information Management, Pharmacy, Laboratory, and Radiology.
The Health Information Management Department is central to patient care coordination. It is
responsible for maintaining accurate and confidential patient records, ensuring their
availability for clinical decision-making, and generating hospital statistics for planning and
evaluation purposes. Both manual and digital systems are used for data management in the
department.

CHAPTER THREE

WORK EXPERIENCE IN RECORDS DEPARTMENT

During my SIWES training at LAUTECH Teaching Hospital, I was assigned to the Health
Information Management Department, where I rotated across various units and specialized
clinics over six weeks. This chapter details my work experiences, responsibilities, and
observations in each unit, arranged week-by-week.

WEEK ONE (23/06/2025 – 27/06/2025)

Unit: Ophthalmology / ENT
Supervisor: Mrs. Amole
Monday (Ophthalmology):
The first day began with a formal orientation conducted by the Head of Department, Mrs.
Ogunkunle, followed by a guided tour led by Mrs. Adewoyin. I was introduced to the
Ophthalmology/ENT Unit, which runs ophthalmology clinics on Mondays and Wednesdays.
My initial task was to familiarize myself with the New Patient Register (for first-time
patients) and the Old Patient Register (for follow-ups). Each entry in these registers included
the patient’s name, hospital number, gender, age, diagnosis, date, and the recording officer’s
signature. I also assisted in booking future appointments, ensuring that patient data was
documented accurately and legibly.
Tuesday (ENT):
The Ear, Nose, and Throat clinic operates every Tuesday. I observed and assisted in the use
of three key registers: New Patient Register, Follow-up Register, and Dispatch Register. In
addition, I learned about the use of Tracer Cards, which are essential for tracking the
movement of patient case notes within and outside the clinic. These cards help maintain
accountability and facilitate the timely return of case notes to the records unit.
Wednesday (Ophthalmology):
The day’s activities began with sorting and organizing patient referral cards. For new patients
referred from outside facilities, I prepared new case notes after verifying referral letters.
Internal referrals required confirmation from the General Outpatient Department (GOPD)
before retrieval of case notes. All newly opened case notes were documented in the New
Patient Register.
Thursday (ENT):
I continued to work with tracer cards, assisting in the accurate recording of case note
movements. Daily statistics were compiled, categorizing patients by gender and age group
(male adults, female adults, male children, and female children) and by their referral sources.
This categorization assists in hospital statistical reporting and resource allocation.
Friday (Emergency):
No clinical activities were conducted due to a public holiday.

WEEK TWO (30/06/2025 – 05/07/2025)

Units: Ophthalmology, ENT, Emergency
Supervisor: Mrs. Amole
Monday (Ophthalmology):
Performed regular documentation in both new and old patient registers. Booked follow-up
appointments for male adult patients aged 18 and above.
Tuesday (ENT):
Worked with the New Patient, Follow-up, and Dispatch Registers, ensuring that tracer cards
were properly used to monitor the location and status of case notes at all times.
Wednesday (Ophthalmology):
Handled documentation in three registers, with emphasis on the Dispatch Register, which
tracks all case notes sent out for clinical use and records their return to avoid misplacement.
Thursday (ENT):
Documented new patients and prepared daily statistics similar to Week One, ensuring
consistency in reporting.
Friday (Emergency ENT):
Observed emergency ENT cases including epistaxis (nosebleeds), airway obstructions, facial
traumas, and sudden hearing loss. I observed procedures such as nasal packing and airway
management, gaining valuable insight into emergency record documentation.

WEEK THREE (07/07/2025 – 11/07/2025)

Unit: Obstetrics & Gynecology (O&G)
Supervisor: Mrs. Adesiyan
Monday:
Introduced to the Antenatal Clinic where pregnant women make their first official booking
visit. Learned the procedures for creating and organizing antenatal case files.
Tuesday:
Retrieved and organized Antenatal Care (ANC) files for scheduled patients to ensure smooth
clinic operations.
Wednesday:
Observed the Postnatal Clinic, which provides care and medical monitoring for mothers and
newborns within the first 6 weeks after delivery.
Thursday:
Continued working in the Antenatal Clinic, focusing on the retrieval and organization of
ANC files.
Friday:
Attended the Neonatal Clinic, where follow-up care was provided for newborns, particularly
those with low birth weight, complications at birth, or requiring continued monitoring after
discharge from the NICU.

WEEK FOUR (14/07/2025 – 18/07/2025)

Units: Pediatrics, Cardiology, APIN, Neonatal
Supervisor: Mrs. Adesiyan
Monday (Pediatrics):
Observed general pediatric consultations, learning about the role of records officers in
supporting clinicians by providing accurate patient files.
Tuesday (Pediatric Hematology):
Focused on pediatric cases involving blood disorders, ensuring relevant case notes were
retrieved and made available.
Wednesday (Cardiology):
Retrieved and arranged patient folders for cardiac patients, documenting visits, and assisting
in preparing them for nurses to take vital signs.
Thursday (APIN Clinic):
Observed record-keeping in the AIDS Prevention Initiative in Nigeria (APIN) clinic, which
provides HIV/AIDS prevention, treatment, TB care, and maternal health services.
Friday (Neonatal Clinic):
Handled documentation for follow-up care of premature babies and those with congenital
conditions.

WEEK FIVE (21/07/2025 – 25/07/2025)

Unit: NHIS / Store
Supervisor: Mrs. Bolaji
Monday:
Verified OYSHIA ID cards for insured patients, collected biodata, and opened new folders.
Tuesday:
Maintained registers for new and returning outpatients to ensure proper follow-up.
Wednesday:
After doctor consultations, recorded diagnoses and arranged case notes numerically for easy
access.
Thursday:
Worked with NHIS’ six-digit numbering system and confirmed IDs through the HMO.
Friday:
Observed insurance coverage policies, learning that not all procedures are fully covered.

WEEK SIX (28/07/2025 – 01/08/2025)

Unit: SOPD (Surgical Outpatient Department)
Supervisor: Mrs. Amole Abiola
Monday:
Registered patients for general, orthopedic, and plastic surgeries.
Tuesday:
Observed plastic surgery and orthopedic cases, noting how records support pre- and post-
operative care.
Wednesday:
Attended to ARO and plastic surgery cases, including burns, scar revisions, and cosmetic
procedures.
Thursday:
Managed records for pediatric surgeries and circumcision clinics, ensuring accurate retrieval
and re-filing.
Friday:
Observed the Urology Clinic’s handling of urinary tract and male reproductive system
disorders.

CHAPTER FOUR

EXPERIENCE GAINED
4.0 Introduction
The Student Industrial Work Experience Scheme (SIWES) at LAUTECH Teaching Hospital
was a transformative learning experience that allowed me to apply theoretical concepts from
my Health Information Management coursework in real-life hospital settings. Over the course
of six weeks, I rotated through multiple units, each with its unique responsibilities,
workflows, and challenges. This chapter outlines the practical skills, technical competencies,
and professional attributes I developed during my industrial training, as well as their
relevance to my academic studies.

4.1 Experience Gained

1. Mastery of Health Record Documentation
I gained in-depth experience in the use of several hospital registers, including:
 New Patient Registers for documenting first-time visits.
 Follow-up Registers for returning patients.
 Dispatch Registers for tracking outgoing case notes.
 Tracer Cards to monitor the movement and location of records within the hospital.
Through daily use of these tools, I developed accuracy in data entry, an eye for detail,
and consistency in maintaining complete patient records.
2. Proficiency in Patient Case Note Management
I learned how to retrieve, prepare, and re-file patient case notes across different clinics,
ensuring that clinicians had the necessary information before consultations began. This skill
was particularly important in high-volume clinics like Ophthalmology, ENT, and SOPD,
where delays in retrieval could slow down patient care.
3. Clinic-Specific Record-Keeping
Working across specialized units exposed me to different clinical workflows:
 In Ophthalmology, I assisted in booking appointments, handling referral letters, and
creating new case notes.
 In ENT, I helped track urgent case notes and prepared daily statistical reports.
 In Obstetrics & Gynecology, I worked with antenatal, postnatal, and neonatal records,
which required additional care and organization.
 In Pediatrics and Cardiology, I supported specialized consultations by ensuring
patient files were accurate and complete.
 In NHIS, I became familiar with insurance-based patient registration, policy
verification, and claims documentation.
4. Statistical Data Compilation
I participated in the preparation of clinic statistics, categorizing patients by gender, age, and
referral source. This not only helped me understand the flow of patients but also introduced
me to how such data informs hospital decision-making and resource allocation.
5. Understanding of Hospital Numbering Systems
I became proficient in working with the NHIS six-digit numbering system, learning how
unique identifiers are assigned to each patient and how they facilitate accurate record
retrieval and patient tracking.
6. Exposure to Emergency Medical Record-Keeping
In the Emergency ENT and SOPD clinics, I observed how urgent cases are documented,
ensuring that records are kept up-to-date even in high-pressure situations. I saw firsthand how
accurate record-keeping can support rapid clinical decision-making in life-threatening
scenarios.
7. Professional and Ethical Skills
Beyond technical skills, I developed important professional qualities such as:
 Confidentiality – Respecting patient privacy and safeguarding sensitive information.
 Teamwork – Collaborating effectively with other health information staff and clinical
teams.
 Time Management – Organizing my tasks to ensure smooth clinic operations, even
during peak hours.
 Communication Skills – Interacting with patients, clinicians, and administrative staff
in a professional manner.

4.2 Relevance of Experience Gained to Classroom Knowledge

The SIWES training bridged the gap between academic learning and workplace application in
several ways:
 The principles of medical record-keeping taught in class were directly applied in
hospital registers, filing systems, and patient tracking processes.
 My knowledge of ICD-10 coding was reinforced by exposure to diagnosis
documentation in case notes.
 Understanding of health statistics gained from theory was put into practice during the
preparation of daily and weekly clinic reports.
 Ethical and legal aspects of health information management—such as patient
confidentiality—were no longer abstract concepts but real responsibilities I had to
uphold daily.
 Classroom lessons on organization and workflow became more meaningful as I
experienced the practical challenges and solutions used in hospital settings.

CHAPTER FIVE

RECOMMENDATIONS AND CHALLENGES

5.0 Conclusion
The six-week Student Industrial Work Experience Scheme (SIWES) at LAUTECH Teaching
Hospital provided me with invaluable exposure to the real-world operations of a Health
Information Management Department in a tertiary healthcare setting. I was able to apply
theoretical knowledge gained in the classroom to practical scenarios, develop core
professional competencies, and better understand the critical role health records play in
patient care, hospital administration, and health policy planning.
Through my rotations in Ophthalmology, ENT, Obstetrics & Gynecology, Pediatrics, NHIS,
SOPD, and other specialized units, I developed skills in patient registration, case note
management, data compilation, and statistical reporting. More importantly, I gained insights
into how teamwork, accuracy, confidentiality, and prompt record retrieval directly influence
the quality of healthcare delivery.

5.1 Recommendations
Based on my training experience, I propose the following recommendations to improve the
efficiency and effectiveness of Health Information Management operations in LAUTECH
Teaching Hospital and similar healthcare facilities:
1. Adoption of Full Electronic Health Records (EHR) Systems
o The gradual transition from paper-based to fully digital records will enhance
efficiency, improve accessibility, and reduce the risk of misfiled case notes.
o EHRs can also facilitate faster patient retrieval, especially in high-volume
clinics like SOPD and NHIS.
2. Continuous Staff Training and Capacity Building
o Regular workshops should be organized for health records staff on best
practices in documentation, coding, data analysis, and confidentiality.
o Training on emerging technologies in health information management should
be encouraged.
3. Improved Patient Numbering and Filing Systems
o Although the NHIS six-digit numbering system is effective, expanding its
integration to all units will standardize retrieval processes.
o Color-coded or barcoded folders can further reduce retrieval time and filing
errors.
4. Better Clinic Workflow Coordination
o Clinics should maintain clear schedules for patient appointments to avoid
overcrowding and delays in record retrieval.
o Assigning dedicated record officers to specific units can help maintain focus
and accountability.
5. Upgraded Storage Facilities
o The storage rooms for patient case notes should be properly ventilated and
organized to preserve the physical integrity of the records.
 o Use of compact mobile shelving can maximize space and ease file retrieval.

5.2 Problems Encountered at Workplace

During the course of my SIWES training, I observed and experienced certain challenges that
affected workflow and efficiency in the Health Information Management Department:
1. Overcrowding in Clinics
o Some specialized clinics had high patient turnout, making record retrieval and
documentation more hectic.
2. Delay in Locating Case Notes
o At times, case notes were misplaced or stored in the wrong section, causing
delays in patient care.
3. Incomplete Patient Information
o Some patients’ records were missing critical details such as diagnosis or full
biodata, which affected statistical reporting.
4. Limited Use of Digital Systems
o While some units had begun using computers for certain processes, most
documentation was still manual, which slowed operations.
5. Insufficient Storage Space
o The volume of patient records exceeded available shelf space in some units,
leading to congestion and difficulty in organizing files.

REFRENCES
1. Industrial Training Fund (ITF). (2013). SIWES Guidelines and Regulations. Jos: ITF
Publications.
2. Federal Ministry of Health (FMOH). (2016). National Health Management
Information System Policy. Abuja: FMOH.
3. Ladoke Akintola University of Technology (LAUTECH) Teaching Hospital. (2025).
Official Website. Retrieved from: https://www.lautech.edu.ng
4. World Health Organization (WHO). (2015). Framework for Action on Health
Information Systems. Geneva: WHO Press.
5. Oyo State Government. (2024). Healthcare Service Delivery Policy. Ibadan: Oyo
State Ministry of Health.
6. Health Information Management Association of Nigeria (HIMAN). (2023). Best
Practices in Health Records Management. Lagos: HIMAN Publications.