HFL MEDICAL CHANGE OF LOCATION

Transcription

1 February, 2012 Page i

2 TABLE OF CONTENTS 1.0 GENERAL INFORMATION SYSTEM OVERVIEW AUTHORIZED USE PERMISSION ORGANIZATION OF THE MANUAL ACRONYMS AND ABBREVIATIONS KNOWN ISSUES VERSION MAINTENANCE SYSTEM SUMMARY USER ACCESS LEVELS GETTING STARTED LOGGING ON SYSTEM MENU HEALTH FACILITY LICENSING SEARCH START PROCESS: CHANGE OF LOCATION Change of Location: Description Change of Location: Approval CHANGING USER PROFILE DATA AND PASSWORD EXIT SYSTEM 26 Page ii

3 1.0 GENERAL INFORMATION 1.1 System Overview An entity who wants to establish itself as a HealthCare Facility in the Emirate of Abu Dhabi should have a valid License from HAAD. After obtaining the License, the HealthCare Facility or a representative can apply for a change of location of the facility. This can only be done after a facility has either a Preliminary or Permanent license from HAAD. 1.2 Authorized Use Permission The copyright for all material provided on the system is held by Health Authority Abu Dhabi (HAAD). Except as stated herein, none of the material may be copied in any form or by any means, including, but not limited to, any data, software, reports, and documents, or otherwise, without the prior written permission of HAAD. Permission is granted to display, copy, distribute and download the materials on this system for personal, non-commercial use only provided you do not modify the materials and that you retain all copyright and other proprietary notices contained in the materials. This permission terminates automatically if you breach any of these terms or conditions. Upon termination, you will immediately destroy any downloaded and printed materials. Any unauthorized use of any material contained on this system may violate copyright laws; trademark laws, the laws of privacy and publicity, and communications regulations. 1.3 Organization of the Manual 1.0 General Information: This section includes the basic information needed to understand the system, and the details of contacts that provide assistance. 2.0 System Summary: This section introduces the system technically. 3.0 Getting Started: This section provides the information needed to get started and use the system. - Page 3

4 1.4 Acronyms and Abbreviations Abbreviation HAAD HFL LO CSO Full Description Health Authority - Abu Dhabi Health Facilities Licensing Licensing Officer Service Officer 1.5 Known Issues Browser Pop-ups: When clicking on Print, the window does not open as the client s browser settings may have it blocked. Enable the pop-up option as shown below: Browser Compatibility: The application is best viewed in Internet Explorer (IE) v8.0 onwards. Certain scripts will not work in browsers like Mozilla Firefox or Google Chrome or Apple Safari. 1.6 Version Maintenance Version # Date FEB-12 - Page 4

5 2.0 SYSTEM SUMMARY The entity has to complete/submit the transaction, in order for the Health Facilities Licensing Department within HAAD to take action. 2.1 User Access Levels /Screen Users Group Permissions Health Facilities HFL Group HFL Search Screen - Page 5

6 3.0 GETTING STARTED 3.1 Logging On Go to the URL and click on guidelines on creating a new username/password on the system. to download the 3.2 System Menu The login created in 3.1 will not directly have access to the HFL menu. If the entered ID is already available in the HAAD IT database, an will be automatically sent to the user with an activation link. Once this link is clicked, the user can access the HFL application. - Page 6

7 3.3 Health Facility Licensing Search The HFL user will get access to the screen as shown below. Multiple search filters can be used to view the records submitted/save as draft and to add additional details for execution of the request. Entering any of the filters and clicking on the shown in the e.g. below. Click on button, would display results as to clear all filters chosen and clicking on would open the page for New Registration (discussed in the New Registration user manual). - Page 7

8 Note: All icons shown above in the search results are initially disabled and are activated only after a record is selected for processing. Click on the radio button (circular shaped) of the required application record & choose the type of process required to be started from the list of icons. This icon access will be based on the logged-in user permissions & application status. - Page 8

9 Note: Each icon is described below: Icon Description Reports Re-Registration Renewal of License Cancellation of License Change of Title Change of Owner Change of Location Registration for Insurance Cancellation of Insurance Change of Type Add Specialty Note: Save as Draft denotes that the application is still with the user and not yet submitted to HAAD for processing. Submit denotes that the application has gone through all the validation checks and is now with HAAD for further processing & approval. Print is available only for Submitted applications. - Page 9

10 3.3.1 Start : Change of Location Change of Location: Description The option of Change of Location is invoked when a healthcare facility requires changing the location of the facility. Note: Existing application in the system with status of or Read Me would enable the Change of Location icon. The instructions should be read thoroughly only after which the checkbox should be checked. On checking this option, the button is activated as shown below. - Page 10

11 At any point in time, you can go back to the Search page by clicking the confirmation dialog would appear as shown below. button. A Note: All other tabs are disabled and would be activated only after clicking based on the process logic. - Page 11

12 Facility Info Clicking on activated. would display the below screen wherein all the remaining tabs are Editable form fields above are described in the table below: S# Field Name Validation Description Facility s New Address 1 Region Mandatory The Region of the healthcare facility. (Abu Dhabi/Al Ain/Western). 2 City Mandatory The City of the healthcare facility. (Dependent on Region chosen above). - Page 12

13 S# Field Name Validation Description 3 Building Name Optional The Building Name of the healthcare facility. 4 Building Id Optional The Building ID of the healthcare facility. 5 Latitude Optional The geographical Latitude of the healthcare facility. 6 Longitude Optional The geographical Longitude of the healthcare facility. 7 Street Name In English 8 Street Name In Arabic Mandatory Mandatory The English Street Name of the healthcare facility. The Arabic Street Name of the healthcare facility. 9 Fax Mandatory The Fax # of the healthcare facility. 10 P.O.Box Mandatory The P.O.Box of the healthcare facility. 11 Mandatory The address of the healthcare facility. 12 Telephone Mandatory The Telephone # of the healthcare facility. 13 Status Mandatory Whether it is an Independent Entity or Satellite Entity 14 Building Type Optional The Type of Building of the healthcare facility. (Dedicated/Villa/Flat/Suite) 15 Affiliation Optional If any Affiliations to any Organizational Entity. Managing Incharge / Owner / Partner Details Director / In Charge 16 English Name Mandatory The English Name of the Director/In-Charge of the healthcare facility. 17 Arabic Name Mandatory The Arabic Name of the Director/In-Charge of the healthcare facility. 18 Nationality Mandatory The Nationality of the Director/In-Charge of the healthcare facility. 19 Mandatory The address of the Director/In-Charge of the healthcare facility. 20 Mobile Mandatory The Mobile # of the Director/In-Charge of the healthcare facility. PRO 21 English Name Mandatory The English Name of the PRO of the healthcare facility. 22 Arabic Name Mandatory The Arabic Name of the PRO of the healthcare facility. - Page 13

14 S# Field Name Validation Description 23 Nationality Mandatory The Nationality of the PRO of the healthcare facility. 24 Mandatory The address of the PRO of the healthcare facility. 25 Mobile Mandatory The Mobile # of the PRO of the healthcare facility. 26 Add Optional To be used only if there is more than 1 PRO for the same healthcare facility. If exists, then all the above fields are mandatory for PRO2, PRO3 and so on. 27 Delete Optional To delete an irrelevant PRO s record. Clicking on will take the control to the tab and clicking on would advance to the tab only after all field validations are completed in the tab. This would take place subsequently as the application progresses from tab to tab. - Page 14

15 Attachments All related required for the application are explained in the below screenshot. Note: Attachments marked with * is Mandatory. Clicking on will open the window where the attachment can be chosen from the user s desktop or any other location. - Page 15

16 Payment History The tab shows a history of all payments done for the complete process of Change of Location. The application fee is always AED 100/- for all types of facilities. Note: No Application Fees and any other fees will be charged if the facility applies for this process with a Preliminary Approved License. The fees become active only for Permanent Licensed Healthcare facilities. - Page 16

17 Application History The application workflow steps with an activity log & status is shown in the tab. This is just a reference for the applicant to track the application status from time to time. Note: Details will only appear once the application is under process in HAAD. Until such time, this tab will always display NO RECORDS FOUND or HAAD PROCESS NOT YET STARTED. - Page 17

18 Workflow The application (within HAAD) is shown below. - Page 18

19 - Page 19

20 Submit The button allows the user to submit all data to HAAD. All mandatory entries will be validated & verified before a submission takes place. Once is clicked, the button is enabled whereas the button itself is disabled. If all validations are passed, the application will be submitted to HAAD giving a new Application #; otherwise necessary alerts will be displayed for missing information. Note: A submitted application cannot be accessed again for data changes unless sent back from HAAD to the user who submitted it, in case of any missing information. - Page 20

21 Print The button allows the user to print all data which is submitted in the application. (Sample shown below) Note: Print option is enabled only for Submitted data. - Page 21

22 Change of Location: Approval Once an applicant has submitted data for Change of Location, the application status is displayed as on the Health Facility Licensing Search page results (Section 3.3). Note: system. status will be displayed for various types of transactions in the Once the application has started processing within HAAD, the status would change to as shown below. The CSO would start processing the application and has the option to send it back to the Applicant if it is Incomplete. - Page 22

23 Clicking on the by the applicant would open a read-only view of all the data submitted. Editing of specific data is only permitted when the application is sent back to the Applicant, typically the status being. When the application has passed the Finance step in HAAD where the fees are paid, the tab would be shown as below. Finance step would be skipped in case of non-applicable fees. - Page 23

24 Since there is HAAD activity in various steps for the application, the would also show the progress as shown below: tab Finance would forward the application to the LO. The LO would start processing the application and has the option to send it back to the Applicant if it is Incomplete. At the LO step, there are 2 courses of action as described below: If the Facility has a Temporary approved license without a permanent license, it will go to Audit for approval. If the Facility already has a permanent license, the LO will directly approve the application. The Audit can Pass, Fail or Reject the application. If the application involves Audit, the applicant can view the Audit report only in the case of Fail which is a new tab as shown below. He will be alerted to upload the Action Plan. - Page 24

25 After all check-points are taken care of in HAAD & if approved, a letter is printed and given to the Applicant with the New Location. The Applicant can view the status of the application as (shown below). The healthcare facility can visit HAAD to obtain the original copy of the letter with the New Location. - Page 25

26 3.4 Changing User Profile Data and Password Please refer to the Registration for information on how to change user profile data/password. 3.5 Exit System You can exit from the application by clicking on Sign Out link on the top of the screen as shown below. - Page 26