Health Worker Data Checklist

When you first start to use iHRIS Qualify, you may have a backlog of health worker records to enter in the system. It is helpful to gather as much information as possible before beginning this backlog data entry. Training institution records, examination applications and results, registration applications, license applications and other documents will all be helpful to building a complete picture of the health workforce.

The first step is to decide what information about health workers you want to track. While iHRIS Qualify is designed to record a complete record of the health worker from the time s/he enters training until the time s/he leaves the workforce, not all of that information is required by the system. Plan to collect and enter only the data you need to answer your most pressing questions about the health workforce in your country.

The following checklist will help you determine which health workforce data you should track. Check off each item that you need to enter to have a complete record for each health worker.

General information

Required:

__ First name and surname

__ Nationality or citizenship

__ Country of residence

__ District, state or province of residence

Optional:

__ Other names

__ County or sector of residence

__ Home residence country, district and county (if different from current residence)

__ Date of birth

__ Gender

__ Marital status

__ Country; district, state or province; and county or sector of birth

__ Identification type and number (multiples)

__ Secondary education: school name, academic level achieved, certificate held, grade obtained and certificate number

__ Contact information (multiples): mailing address, telephone number (2), fax number, email address and notes

__ Notes about the health worker

Training information

Required:

__ Student identification or index number (this can be generated automatically by the system)

__ Training institution (if the health worker trained in-country) or country trained in (if the health worker trained outside of the country)

__ Cadre in which the health worker trained

__ Date of graduation

Optional:

__ Intake date

__ Date and reason for any training disruptions

__ Date for any resumptions in training

~~upgrade~~

Notes:

A training may be received inside or outside the country.

Selecting the cadre for a training associates the health worker with the cadre in which s/he is qualified to practice. Recording a graduation date, or end date, for the training makes the health worker eligible for registration. The system will not permit the registration to be issued unless the end date is recorded.

When a new training is recorded for a health worker, a unique index, or identification, number is generated by the system for that training alone if it is not typed in. The index number is used only to identify the training program and may be issued by the training institution. Index numbers should be unique, especially within the same cadre.

When a person receives a subsequent training in a cadre other than the one s/he initially registered in, the person has received an . If the training is received in-country, the upgrade should not be in the same cadre in which the person has previously been trained. However, the person can receive upgrades for the same cadre when trained outside the country.

Examination information

All examination information is optional.

__ Date the student applied to sit for the exam

__ Application materials received and approved

__ Endorser name, qualifications and date of endorsement

__ Date of examination

__ Examination number

__ Number of attempts (up to three)

__ Results

Notes:

A person can take the examination a total of three times by default. The person should receive a passing examination result on one try to be eligible for registration, if examination results are recorded. If the person does not receive a passing result within three tries, no more examination results can be recorded for that person.

Registration information

All registration information is required.

__ Registration number (can be automatically generated by the system if not entered)

__ Application date

__ Registration date

__ Type of practice: permanent or temporary

Notes:

The registration must be issued before a license can be issued to the health worker.

The registration number is the health worker's main identification number within iHRIS Qualify. It must be unique. It can be reused for all licenses and license renewals.

The registration number is linked to the cadre in which the person is qualified to practice. If a health worker receives more than one registration in multiple cadres, a new registration number is issued for each subsequent registration.

License information

Required:

__ License number (may be the same as the registration number)

__ Start date

__ End date

Notes:

When a person applies for a license renewal, the previously issued license number is reused for the license number by default.

Continuing education, private practice licenses or disciplinary action cannot be recorded for the person until the health worker has been issued a license.

Continuing education information

All continuing education information is optional.

__ Completed continuing education courses (for license renewals)

__ Number of credit hours earned

__ Start date of course

__ End date of course

Private practice license information

All private practice license information is optional.

__ License number (may be the same as the registration or license number)

__ Start date

__ End date

__ Inspection date and results

__ Health facility name

Notes:

When a person opens a private practice clinic, s/he receives a private practice license in his or her name associate with the registration under which s/he will practice. A new license number may be entered for the private practice license. License numbers do not have to be unique.

Disciplinary actions and reinstatements

All disciplinary information is optional.

__ Category of and reason for disciplinary action

__ Date of disciplinary action

__ Notes about the disciplinary action

__ Suspension of license (yes/no)

__ Date of reinstatement, if license is suspended

Notes:

Disciplinary action can only be recorded after a registration has been issued. If a license is suspended in the system, no actions can be performed on the person's record until the license is reinstated.

Deployment information

All deployment information is optional.

__ Name of health facility

__ Date of deployment

__ Job or post title

__ Job or post code

Out migration verification request information

All out migration information is optional.

__ Country of out migration

__ Health worker's foreign address

__ Reason for out migration

__ Name of organization requesting verification

__ Date of the request

Notes

Notes are optional. This field may be used for any purpose. All notes added are dated and retained with the health worker's license in a chronological log.