Medical Delivery and Tracking System Proposal

Executive Summary

At present, there is no centralized system to document or track medical care for refugees living on Bhasan Char Island. Medical personnel rely on fragmented or manual processes that limit their ability to monitor patient history, coordinate treatment, and evaluate outcomes over time.

This proposal outlines the development of a secure, electronic medical solution accessible via computers, mobile phones, and tablets. The system will support patient identification, clinical documentation, treatment tracking, and limited diagnostic assistance through AI-enabled tools. The proposed solution is designed to be cost-effective, scalable, and appropriate for use in resource-constrained humanitarian settings.

Background and Need

Bhasan Char Island hosts a large and vulnerable refugee population with ongoing healthcare needs. The absence of a unified medical record system presents significant challenges, including:

• Inability to track patient history across multiple clinical encounters
• Limited continuity of care when patients visit different clinics
• Increased risk of redundant or conflicting treatments
• Reduced efficiency for already limited medical staff

A centralized electronic system would address these challenges by enabling accurate record keeping, improving coordination among healthcare providers, and supporting data-informed medical decisions.

System Overview

The proposed medical tracking system will provide the following core functionalities:

Implementation Approach

The system will be developed using a phased approach:

1. Requirements and Design: Consultation with medical personnel to define workflows and data needs
2. System Development: Creation of the core platform, database, and user interfaces
3. Testing and Deployment: Pilot deployment within Village Home clinics on Bhasan Char Island
4. Training and Support: Orientation and documentation for medical staff and administrators

Cost Overview

Expected Outcomes

• Improve continuity and quality of medical care
• Increase efficiency for healthcare providers
• Reduce duplication and errors in treatment
• Establish reliable medical records for a vulnerable population
• Support data-driven evaluation of healthcare needs and outcomes

Data Privacy and Security

All patient information will be treated as confidential medical data. The system will employ appropriate technical and administrative safeguards to protect data against unauthorized access, disclosure, alteration, or loss. These safeguards will include:

• Secure user authentication and role-based access controls
• Encryption of stored and transmitted medical data
• Audit mechanisms to monitor system access and usage
• Separation of identifiable personal data from aggregated reporting data where feasible

The system will be designed to comply, to the extent practicable, with internationally recognized data protection principles, including data minimization, purpose limitation, and proportionality.

Ethical Use of Technology and AI

Any AI-enabled tools incorporated into the system will be used strictly as clinical decision-support aids and not as autonomous diagnostic or treatment mechanisms. Medical professionals will retain full responsibility for all clinical decisions.

AI features will be limited to providing reference information, symptom pattern guidance, and access to standardized treatment protocols. The system will not replace professional judgment, nor will it generate automated medical directives.

Informed Use and Patient Rights

Patients will be informed, in clear and culturally appropriate language, of the purpose and use of the medical tracking system. Where feasible, patients will be made aware of:

• What information is collected and why
• How their medical information is used to support their care
• Who is authorized to access their records

Patient access to treatment history via the application will be read-only and restricted to their own records.

Data Ownership and Governance

Medical data generated through the system will remain under the stewardship of the healthcare providers and implementing organization. Data will not be sold, shared for commercial purposes, or used for non-clinical activities without appropriate authorization.

Any use of anonymized or aggregated data for reporting, monitoring, or program evaluation will be conducted in a manner that prevents re-identification of individuals and respects humanitarian principles.