AN INTERNSHIP EXPERIENCE CARRIED OUT AT YUMBE REGIONAL

REFERRAL HOSPITAL

BY

ABDULKARIM HABIB

REG: NO: 323-062102-03561

AN INTERNSHIP REPORT SUBMITTED TO THE DEPARTMENT OF COMPUTER

SCIENCE, FACULTY OF SCIENCE IN PARTIAL FULFILLMENT OF THE
REQUIREMENTS FOR THE AWARD OF DIPLOMA IN RECORD MANAGEMENT
OF THE ISLAMIC UNIVERSITY IN UGANDA.

AUGUST, 2023

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 Table of Contents
DECLARATION......................................................................................................................................iii
APPROVAL..............................................................................................................................................iv
DEDICATION...........................................................................................................................................v
ACKNOWLEDGEMENT........................................................................................................................vi
LIST OF FIGURES.................................................................................................................................vii
LIST OF ABBREVIATIONS.................................................................................................................viii
CHAPTER ONE........................................................................................................................................1
INTRODUCTION.....................................................................................................................................1
1.0 Background of Internship.........................................................................................................1
1.1 General Objective of the Internship...............................................................................................1
1.1.1 Specific Objectives of the Internship.......................................................................................1
1.2 Scope of the Internship....................................................................................................................2
1.2.1 Geographical Scope..................................................................................................................2
1.2.2 Content Scope...........................................................................................................................2
1.2.3 Time Scope................................................................................................................................2
1.3 Organizational Profile.....................................................................................................................2
1.3.1 Background of the Organization.............................................................................................3
1.3.2 Vision of the Organization.......................................................................................................3
1.3.3 Mission of the Organization.....................................................................................................3
1.3.4 Goals of the Organization........................................................................................................3
1.3.5 Core Values of the Organization.............................................................................................3
1.4 Organization Structure...................................................................................................................5
1.4.1 What the organization does......................................................................................................6
1.4.2 Clients of the organization.......................................................................................................6
CHAPTER TWO.......................................................................................................................................7
2.0 Introduction.....................................................................................................................................7
2.1 Role of Department of Computer Science......................................................................................7
2.2 Reporting and Induction at the Organization...............................................................................7
2.3 Department at which the intern was assigned at the workplace..................................................8
2.3.1 Category of the Department.....................................................................................................8
2.3.2 Duties of the Department.........................................................................................................8
2.3.3 Title of the head of department................................................................................................8

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 2.3.4 Responsibilities assigned to the intern.....................................................................................8
2.3.5 Intern’s relationship with other officers in executing duties and responsibilities................9
CHAPTER THREE.................................................................................................................................12
Findings/Observations............................................................................................................................12
3.0 Introduction...................................................................................................................................12
3.1 What the intern learned in terms of:............................................................................................12
3.1.1 Knowledge...............................................................................................................................12
3.1.2 Skills gained.............................................................................................................................12
3.1.3 How the intern intends to utilize what was learned for professional development............13
3.2 Personal contributions to the organization..................................................................................13
3.3 The work-related challenges noticed during the internship.......................................................13
3.3.1 Organizational challenges......................................................................................................14
3.3.2 Challenges affecting workers.................................................................................................14
3.3.3 Challenges affecting the intern..............................................................................................15
CHAPTER FOUR Summary of Findings, Conclusions, and Recommendations...............................16
4.0 Introduction...................................................................................................................................16
4.1 Management of the Internship Program at the Workplace.......................................................16
4.2 Comments on the Findings............................................................................................................16
4.3 Recommendations for the Identified Problems...........................................................................16
4.4 The Intern’s Assessment of the Internship Experience in the Organization.............................17
4.5 Conclusions....................................................................................................................................17
References................................................................................................................................................17
APPENDIX..............................................................................................................................................18
5.0 APPENDIX 1: Internship Acceptance Letter ............................................................................18
5.1 APPENDIX 2: Internship Daily/Weekly Report Sheets............................................................19
5.2 APPENDIX 3: Internship Pictures Showing Evidence Of The Intern......................................25

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 DECLARATION

I Abdulkarim Habib declare that this report is my original work and is out of my own effort with
the help of the information acquired from Yumbe Regional Referral Hospital during my
internship exercise. I confirm that the information contained in this report has never been
produced and submitted to any institution of higher learning for any award.

Signed: ...........................................................

Dated: ...........................................................

Abdulkarim Habib
(REG NO. 323-062102-03561)

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 APPROVAL

I certify that this report was prepared and written by Abdulkarim Habib. He has been under my
supervision and guidance during the internship program at Yumbe Regional Referral Hospital
and is now ready for submission to the Department of Computer Science with my approval.

Sign: ...........................................................

Date: ...........................................................

Madam: Bako Fatuma

(Work Supervisor)

Signed: ...........................................................

Date: ...........................................................

Mr. Abdul Ali

(University Supervisor)

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 DEDICATION

This work is dedicated to my family members. I deeply thank you for your endless support and
encouragement, especially my Uncle Atiku Taban, my Mother Bako Zalika, my brothers Hashim
Droma, Farid, Mawa Rasul and my sisters Samira, Warida, Tashnim. Not forgetting my work
supervisor Madam Bako Fatuma for the wonderful guidance, she offered to me during the
internship, as well as all those who supported me to ensure that I accomplish this work and the
entire program.

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 ACKNOWLEDGEMENT

I would like to thank the Almighty ALLAH who has enabled me to complete the entire
internship exercise successfully, the administration of Yumbe Regional Referral Hospital that
granted me an opportunity to carry out my internship program in their facility. With heartfelt
gratitude, I give thanks to all those individuals who made the internship exercise a success. I
would also like to thank my university supervisor Mr. AbdulAli for the guidance during the
course of the exercise and sacrifice of your time to come and check on me while at the place of
work.

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 LIST OF FIGURES
Figure 1:Source: Human Resource Department, Yumbe Regional Referral Hospital........................0

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 LIST OF ABBREVIATIONS

 ARD - Administrative Records Department

 OPD - Out Patient Department

 HRD - Human Resource Department

 IRC - International Rescue Committee

 YRRH - Yumbe Regional Referral Hospital

 NGO - Non-Governmental Organization

 MOH - Ministry Of Health

 IUIU - Islamic University In Uganda

 PHA - Principles Hospital Administrator

 PNO - Principal Nursing Officer

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 CHAPTER ONE

INTRODUCTION

1.0 Background of Internship

Internship exercise at Faculty of Management Studies in Islamic University in Uganda is

regarded as one of the most essential requirements that greatly contribute to an intern’s
knowledge and skills acquired, where students are attached to different organizations across the
country under different supervisors both within the organization where the internship is being
conducted and the university supervisor who plays the role of a mentor or trainer to the interns.
The internship training is an academic requirement for students offering Diploma of Records
Management at Islamic University in Uganda Arua Campus. The Faculty of Science conceives it
as attaching students to different organizations and placing them to work under senior officers
who play the role of a trainer, mentor, and supervisor. This exercise is part of the university
curriculum and takes six weeks. The purpose of the internship is to allow students to balance
their lecture room theories and the practical application within the area of their specialization.

1.1 General Objective of the Internship

The purpose of the internship is to allow students to balance their lecture room theories and the
practical application within the area of their specialization.

1.1.1 Specific Objectives of the Internship

 To give students an opportunity to relate and apply their theory into practical work

situations.

 To enable students to develop skills and techniques directly applicable to their careers.

 To give students an opportunity to have a real hands-on experience and get exposure to

the modern and contemporary practices in the dynamic work environment.

 To provide students the opportunity to test their interest in a particular career and their

aptitude for it before permanent commitments are made.

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  To provide students the opportunity to develop attitudes conducive to effective

interpersonal relationships in the work environment.

 To increase the student’s sense of responsibility and enable them to acquire good work

habits.

 To enable students to network and initiate the development of their portfolio of

reference/employment records that will enhance employment opportunities in the future.

1.2 Scope of the Internship

The scope of internship is categorized into: the geographical, content, and time scope.
1.2.1 Geographical Scope

The internship program was carried out in Yumbe Regional Referral Hospital in Yumbe District
Local Government in the West Nile sub-region of Uganda. The hospital is found in the West
Nile sub-region and it is bordered by South Sudan to the north, Moyo District to the east,
Adjumani District to the southeast, Arua District to the south, Maracha District to the southwest,
and Koboko District to the west.

1.2.2 Content Scope

The internship exercise was carried out at the Administration Records Department of Yumbe
Regional Referral Hospital which is responsible for receiving and management of records of all
from the different departments in the facility.

1.2.3 Time Scope

The internship exercise was carried out for a period of six (6) weeks officially from 10th July
2023 to 18th August 2023. The time for reporting has been 8:00 am to 5:00 pm, Monday to
Friday.

1.3 Organizational Profile

This covers the background of the organization with its mission, vision, goals, structure, and
what the organization does.

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1.3.1 Background of the Organization

Yumbe Hospital was renovated and expanded under the project of the Ministry of Health,
upgraded by the government to regional referral hospital following the expansion of the bed
capacity from 100 to 300 beds. The catchment area for Yumbe Regional Referral Hospital is
composed of 5 districts of Adjumani, Koboko, Moyo, Obongi, and Yumbe. Strategically will
also serve the neighboring countries of DRC and South Sudan, it has a catchment population of
1,810,877 (nationals 1,394,600 while refugees 416,277). Staffing structure approved by Ministry
of Public Service is 534 staff at a total cost of UGX 10.6 billion versus available 2.2 billion.

1.3.2 Vision of the Organization

A center of quality in the provision of general and specialized health services to the people of
West Nile sub-region and beyond.
1.3.3 Mission of the Organization

To provide quality healthcare through specialized, curative, preventive, promotional,

rehabilitative, training, and research services to the population in the Northwest Nile sub-region.

1.3.4 Goals of the Organization

 The overall goal is to contribute to human capital development and productivity through

reduction of morbidity and mortality among people in the Northwest Nile sub-region and

beyond.

 To provide safe, secure, and high-quality medical care to the locals and refugees.

 To foster excellent health professionals who will lead into the future.

 To support and develop community health and medical services.

 To promote advanced medical care and disseminate it to the world.

1.3.5 Core Values of the Organization

 Professionalism

 Teamwork

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 Effective communication

 Adaptability

 Inclusiveness and equity

 Partnerships and collaborations

 Innovation

 Accountability

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 1.4 Organization Structure

MOH

HOSP BOARD

DIRECTOR

INTERNAL EADMIN/FIN HR P&D NURSING PHAM/HS CLINICAL MEDICAL DIAGNOSTIC

AUDIT DEPT. DEPT SERVICES RECORDS

REPRODUCTION
EQUP/INFR SUPPORT LAB DEPT
RECORDS COMMUNITY INTERNAL
SERVICES
MEDICINE

IT SUPPORT RADIOLOGY
EMERGENCY
PED/CH

OBS/GYNS

DENTAL DEPT

Figure 1:Source: Human Resource Department, Yumbe Regional Referral Hospital.

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1.4.1 What the organization does

 Holds joint workshops for planning and budgeting with development partners.

 Provides health services to the community.

 Undertakes community outreaches, which can be considered corporate social

responsibility.

 Provides counseling services to people in need.

 Sensitizes the community about health issues through awareness programs.

1.4.2 Clients of the organization

 The public: The major clients of the organization are the public since it is a government
entity meant to provide health services to the general public. This consists of many
communities with different categories of people.
 Providers: Contracted on behalf of the organization to execute different duties like repair
and renovation work, catering services, and providing supplies like medicine, medical
equipment, stationery, among others. These are paid at the end of the contract.
 Higher institutions of learning: Such as Makerere University, Kyambogo University,
Mbarara University, Islamic University in Uganda, Uganda Christian University, Uganda
Martyrs University, and other universities and health training institutions that allocate
students for their internship exercises from their respective institutions to acquire
knowledge and skills from different departments within the organization.
 Non-Governmental Organizations (NGOs): Such as PPDA, which oversees the
implementation of procurement acts and regulations, IGG, which ensures that corruption
and fraud are minimized, IRC, which provides support to the organization by deploying
health workers and other staff, among others.
 Employees: Health workers, security personnel, support staff, and many others who offer

their services and get paid in return.

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 CHAPTER TWO
Management of Internship Exercise
2.0 Introduction

This chapter covers the role of the Department of Computer Science, reporting and induction at
the organization, the department to which the intern was assigned at the workplace, the roles of
the work supervisor, and the university supervisor.

2.1 Role of Department of Computer Science

The following are the roles of the Department of Computer Science in the management of the
internship exercise, but not limited to:

 The department had a responsibility of briefing the interns on issues covering the entire

internship program, especially communicating and networking, maintaining proper dress

code, and being flexible.

 The Department of Computer Science ensured that supervisors were allocated to each

intern to monitor and evaluate them during the internship exercise.

 The department also offered pre-internship guidance on report writing for the internship,

which led to an effective internship program.

 The department was responsible for issuing application letters to the interns to enable

them to get placement for this exercise.

2.2 Reporting and Induction at the Organization

Reporting and induction at Yumbe Regional Referral Hospital. On the reporting day of the
internship, which started on 10th July 2023, the intern was inducted through the official arrival
time as 8:00 am and the departure as 5:00 pm. The intern was briefed by the Records Officer
about being smart during office time, keeping time, and always keeping all the information
confidential. On the reporting date, the intern was introduced to the work supervisors who are the

15
different heads of the departments. The intern was to work with departments like inventory,
finance, PDU, OPD pharmacy, laboratory, among others.

2.3 Department at which the intern was assigned at the workplace

The intern was assigned to the Administrative Records Office.

2.3.1 Category of the Department

The intern was assigned in the Department of Administrative Records; the department is
responsible for managing records of the facility.

2.3.2 Duties of the Department

The duties of the Administrative Records department include:

 Evaluating the needs of the facility and choosing the most suitable stamping, registering,

and other records requirements such as creating file numbers.

 Managing junior employees in the registry department of the facility and providing

troubleshooting solutions.

 Ensuring that all records requirements of a facility are fulfilled.

 Ensuring the smooth functioning of all records.

 Hiring new staff and taking care of their training.

 Ensuring security of the physical and virtual components of records, such as security of

the server rooms and protection of records.

 Organizing data, storing them securely, and creating file numbers.

 Monitoring the budget of the records department.

2.3.3 Title of the head of department The title of the head of department was the Records
Officer.

2.3.4 Responsibilities assigned to the intern The intern was assigned with the following
responsibilities:

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  Stamping: Mails that are received need to be stamped and registered in the mail register

book for easy follow-up and identification of mail received on a particular date.

 Registering mails: A system where received mails are registered in a mail register and

provides common services for records programs that help to ensure easy feedback of

mails.

 Receiving incoming mails: Receiving of mails, registering them to make easy location,

and making it usable by other record keepers, and following the steps to organize the

records.

 Creating file numbers: Creating file numbers helps users to locate files easily and access

the records in a specific place. Each person who regularly uses the system should have a

user file number. Other tasks performed during the time of internship included updating

and upgrading records, registry help, and other responsibilities such as stamping,

receiving, and registering files.

The intern worked with different offices during the internship, including the Human Resource
Office, which involves making submissions to the District Services Commission regarding
appointments, discipline, study leaves, and confirmations, managing and harmonizing payroll
slips with the staff list and wage bills, and providing guidance and counseling to staff; the
Finance Department, which is responsible for all activities related to finance, ensuring
organizational finances are used responsibly, and transparency and accountability especially in
finance; the Stores Department, which manages the organization’s inventory; the OPD
Department; and the Laboratory Department, among others.

2.3.5 Intern’s relationship with other officers in executing duties and responsibilities

The intern had a very good relationship with all other workers at the organization, especially the
work supervisor and other managers, including the lowest supervisors and the employees, who
ensured that they delegated enough work for acquiring sufficient skills and knowledge. They

17
always provided the intern with all the guidance whenever needed, availed all the tools and
materials required to help the intern execute the tasks assigned, and the intern was also fed by
other officers at the workplace. All these factors created a conducive work environment for the
intern, who was able to learn with confidence and acquire a lot of skills and knowledge.

2.4 Roles of the Work Supervisor

The work supervisor performed the following roles:

 Helped to provide the intern with the needed information when compiling the report.

 Introduced the intern to the department in which the intern was going to work.

 Monitored the intern’s behaviors within the field, for example, time management, dress

code, and relationship with other officers.

 Assigned daily work to the intern at the organization to the fullest extent possible. This

involved the senior officer delegating some work to the intern and then providing the

needed aid.

 Evaluated the performance of the intern at the end of the exercise.

 Explained the relevant policies of the organization to the intern, work processes,

procedures, and other important matters.

2.5 Roles of the University Supervisor

The university supervisor also performed several roles which included:

 Evaluated and appraised the intern.

 Provided special guidance to the intern on how to write the final report of the internship

program.

 Advised the intern on code of conduct and how to associate with other people in terms of

discipline.

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 Thoroughly visited the intern to check whether the intern was available at the workplace

or not. This was done by checking the daily attendance list, including the time of arrival

and departure.

 Worked closely with the work supervisor to ensure effective performance of the intern.

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 CHAPTER THREE
Findings/Observations
3.0 Introduction This chapter presents the findings and observations made during the entire
period of the internship. It also points out the knowledge and skills gained, intentions on how to
utilize the knowledge and skills learned during the whole process, as well as the challenges
faced.

3.1 What the intern learned in terms of:

3.1.1 Knowledge Throughout this program, the intern gained knowledge on different issues like:

 Conducting meetings: The intern participated in the meetings of the organization, hence

learning how to conduct meetings practically.

 Report writing: The intern gained experience in writing reports as a result of the research

that was carried out from the field.

 Fostering and initiation of teamwork among different departments.

 Relationship management: The intern learned to keep and manage employer-employee

relationships between the various categories of staff in the organization.

3.1.2 Skills gained

 Confidence while dealing with office problems.

 Record management skills: The intern learned how to arrange and allocate specific

items/documents into their correct storage space.

 Communication skills due to daily interactions with different staff.

 Time management skills.

 Computer skills and use of other gadgets such as printers, photocopiers, among others.

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  Managing work-related challenges by coming up with solutions for them such that they

are tackled in a timely manner.

3.1.3 How the intern intends to utilize what was learned for professional development

 The intern intends to apply the basic principles and standards of records management by

ensuring confidentiality, integrity, compliance, transparency, and accountability.

 The good communication skills the intern has attained will enhance the ability to

communicate with colleagues at the workplace, create good relationships, improve

teamwork, which will be essential in career development.

 The different documents the intern dealt with during the internship program will help the

intern to prepare an authentic record of different activities during the procurement

process.

3.2 Personal contributions to the organization

 The intern was able to reduce the workload given to the records officers such as going to

photocopy documents, delivering documents, among others.

 The intern also attended to every visitor intended for the records officer in her absence.

 The intern’s willingness to take up tasks and responsibilities assigned and performing

them to the best of their ability made the intern’s contributions much appreciated in all

departments the intern worked with.

3.3 The work-related challenges noticed during the internship The major work-related
challenges noticed by the intern during the internship include, but are not limited to the
following:

 Limited workspace, which makes it challenging to store and arrange physical records.

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  Unfriendly weather during sunny periods, whereby the room is always hot, resulting in

discomfort during working hours.

 Limited work materials and equipment, which slows down the activities.

 Poor internet networks, which make it challenging to forward mail and other things that

require internet.

3.3.1 Organizational challenges

The organizational challenges include, but are not limited to the following:

 Inadequate transport system for the department, which makes it difficult to manage time

during emergencies.

 Inadequate office equipment, especially in other offices, which slows down activities.

 Negative attitude of some of the community members towards the services offered by the

organization, which sometimes forces the management to hold dialogs with the

community.

 Limited number of transports means to facilitate the activities of the organization.

3.3.2 Challenges affecting workers

The challenges facing workers include, but are not limited to the following:

 Overworkload: This is due to the limited number of workers in the facility, which makes

the available ones overwork themselves.

 Poor salary scales: This in most cases demotivates the workers since what they are

getting cannot help them meet their basic needs.

 Limited number of staff: This affects the activities of the organization since the available

ones cannot do everything as expected.

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  Lack of fringe benefits attached to relevant offices, such as transport and accommodation

facilities.

 Low levels of staff motivation in terms of appraisals, promotions, and other allowances

that reduce staff morale to work harder to meet the goals and objectives of the

organization.

3.3.3 Challenges affecting the intern

 Transport issues were yet another challenge where the intern had to walk to the

workplace, which often led to lateness.

 Lack of funds to support activities that required finance.

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 CHAPTER FOUR
Summary of Findings, Conclusions, and Recommendations
4.0 Introduction This chapter looks at the management of the internship program at the
workplace, comments on the findings, recommendations for the identified problems, and
assessment of the internship experience in the organization, and includes the following:

4.1 Management of the Internship Program at the Workplace The internship exercise
was well-managed with the help of the workplace supervisor under the Department of
Administrative Records. This enabled the intern to acquire knowledge, skills, and experience in
relation to records management. The workplace supervisor was supported by the university
supervisor to ensure that the intern was supervised and monitored throughout the internship
exercise. The intern was always assigned work on a daily basis by the work supervisor, and
efforts were always in place to ensure that all tasks assigned were completed. The necessary
tools and equipment were always availed to the intern, which helped in executing the daily tasks
with much ease. The intern was sometimes left to manage the office on their own, which helped
in gaining skills in managing an office and handling office-related challenges.

4.2 Comments on the Findings The intern observed that the internship program was a good
practice for all university students as it provided an opportunity to appreciate practical
experience in relation to the theories learned in the lecture room. The intern observed that most
of the officers at the workplace had inadequate facilities like slow internet, personal computers,
and faulty printers, which slowed the smooth running of activities at the organization.
Additionally, most of the offices lacked some of the equipment like printers. The mode of
supervision was good and educational; however, supervision should have been done more than
twice to better assess a student’s performance.

4.3 Recommendations for the Identified Problems

 The facility should employ more staff in different offices to reduce workload.

 The facility should offer more capacity-building workshops to educate workers on their

roles and responsibilities.

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  The facility should provide fringe benefits to its employees, such as transport allowances,

to avoid lateness.

 Motivating employees by appraising those who work hard, offering certificates, and other

benefits associated with the job.

 All offices within the facility need to be equipped with office equipment to facilitate

smooth running of organizational activities.

4.4 The Intern’s Assessment of the Internship Experience in the Organization During
the internship exercise, the intern found that the experience was valuable as it provided an
opportunity to gain practical work experience, exposed the intern to real work challenges and
issues that might be hard to find from other sources. This helped the intern gain confidence in
relating with diverse people from various backgrounds, contributing positively towards
achieving and enhancing the knowledge, skills, and motivation of the intern, thus achieving their
objectives successfully.

4.5 Conclusions The internship exercise at Yumbe Regional Referral Hospital was yielding
and fruitful. The intern acquired all the necessary skills, knowledge, and experience and was
exposed to the working environment. The intern was able to apply theoretical knowledge
acquired from lectures into practical field experience. Additionally, the intern gained
interpersonal and communication skills despite facing a few challenges, and overall, the intern
achieved all their objectives and will be able to apply the knowledge and skills gained in their
career.

References
1. Yumbe Regional Referral Hospital Annual Report (2019)
2. Records and Information Management Trust: An Overview, International Records
Management Trust (2011).
3. Improving Records Management in Healthcare: Literature Review and Case Study (2014)
4. Electronic Health Records Systems: Handbook for Developing Countries (World Health
Organization, 2016)

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APPENDIX
5.0 APPENDIX 1: Internship Acceptance Letter

27
5.1 APPENDIX 2: Internship Daily/Weekly Report Sheets

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32
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5.2 APPENDIX 3: Internship Pictures Showing Evidence Of The Intern

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