System Functions in Summary

System administration functions

Install and configure system: The System Administrator installs the system files and accesses the configuration screen to set global system options, install and turn on modules, and set options for modules.

Set up user accounts: The System Administrator creates password-protected user accounts for all authorized users of the system and assigns each user a role. If the user information changes, the System Administrator updates the user account. If the user no longer has access to the system, the System Administrator disables the user account.

Please see the System Administrator Manual for more information on system administration functions. The System Administrator Manual will be released in June 2009.

Database management functions

Set up standard data lists: The Data Operations Manager determines which specific data items to track and report on in the system, and updates lists to include those items. These lists determine the selection items in dropdown menus used when creating employee records and define the data standards used by the organization. These lists include items associated with tracking licenses, such as qualifications and cadres; items used to define health worker characteristics, such as marital status; geographical locations and health facilities, training institutions and training programs.

Record management functions

Add a new record: When a person applies either to enter a training program or to be registered as a health professional within the country, a Records Officer adds a new record for the person to the system with the person's name, nationality, geographical area of residence and supporting information, including identification numbers, demographic and academic data, and contact information.

Note that this information may be updated in any record at any time.

Pre-service training management functions

Add a training program: The Records Officer records the details of the training program that the person has entered or completed, whether inside or outside the country. The name of the training institution, the health worker cadre in which the student is to train, and the month and year of intake are recorded. The student is issued an index number for the duration of the training. If the student has graduated, the graduation date can also be recorded, and the student will be eligible to apply for registration.

If the student is upgrading his or her qualifications, the Records Officer can record the new training program in the student's record to signify that the person is qualified to practice in another cadre. The system will track registrations, licenses and other activities for each cadre separately.

Record a discontinuation: If the student discontinues a training program before completing it, the Records Officer can record the date of and reason for the discontinuation. (This function is optional.)

Record a resumption: If the student resumes training after discontinuing it, the Records Officer can record the date of resumption, making the student eligible to take national exams or apply for registration.

Examination management functions

Record exam details: Some organizations may administer national examinations for health workers leaving training programs and will want to record students' results in the system. In those cases, the optional examination module may be used. The Records Officer can record that the student applied to take the national examination and submitted all of the required preliminary materials. The student's examination results and number of attempts are also recorded. (This function is optional.)

Note that even if the student has taken and passed the examination, the student will not be eligible for registration until a training graduation date is recorded.

Registration and licensing management functions

Issue a registration: When a student completes a training program and applies for registration as a health worker, the Registration Supervisor can record the date of the application and the registration date. The system then issues a registration number, which will become the health worker's permanent identification number in the system.

Issue a license: After the health worker has registered, s/he may apply for a license to practice. The Registration Supervisor can issue the license to the health worker and record the start date and expiration date for the license in the system.

Renew a license: When the license expires, the health worker may apply for a renewal. The Registration Supervisor can record the start date and expiration date for the renewal.

Record continuing education courses: As the health worker completes in-service continuing medical education, the Registration Supervisor can record the name and number of credit hours of each course in the person's record. The Registration Supervisor can then verify that the health worker has completed the required number of credit hours before renewing their license. (This function is optional.)

Issue a private practice license: If the health worker has applied to operate a private practice clinic, the Registration Supervisor can enter the name of the clinic and its inspection report results. The Registration Supervisor can then issue a private practice license, which will have to be renewed periodically. (This function is optional.)

Document a disciplinary action: If the health worker receives disciplinary action or a suspension, the Registration Supervisor can record the reason for the action and which type of action was taken. (This function is optional.)

Document a reinstatement: If the health worker was suspended, the Registration Supervisor or Records Officer can record the date of reinstatement so that the health worker is eligible to apply for a license renewal.

Record a deployment: If the health worker is deployed to a health facility, the Registration Supervisor or Records Officer can add the deployment information to the person's record, including the name of the health facility, the job title and the job code. (This function is optional.)

Record a request for out migration verification: If the health worker applies to practice in another country, the licensing agency in that country generally requests verification of the health worker's credentials. The Registration Supervisor or Records Officer can record the request for verification in the health worker's record, including the reason given for out migrating. (This function is optional.)

Data entry staff, Data Operations Managers and Decision Makers can search the system for student and health worker records. They may then review a person's record on the screen or print a copy.

Reporting

System Administrators and HR Managers can design and save custom reports and report views to display and aggregate data entered in the system. (System Managers also define report relationships, high-level relationships between system forms used to define reports.) HR Staff and Executive Managers may access saved reports to analyze the employee data. These reports might include:

Health worker lists, filtered by various criteria; for example, lists of current students, registered workers and licensed workers in various cadres can all be generated
Training institution lists, with contact information for each training institution or facility in the country
Statistical charts to aggregate data by various criteria and display them in a graphical view