THE

KERALA CLINICAL ESTABLISHMENTS

(REGISTRATION AND REGULATION) ACT, 2018

Instructions
st
(1 January 2019)
Filling up Online Provisional Registration Application Form

A. GENERAL INSTRUCTIONS

1) Please read the instructions carefully before filling up the online application
form for registering Clinical Establishments.

2) The application should be submitted along with the prescribed documents,

filled in templates and prescribed fees.

3) Submission of an application does not constitute a claim for issue of a

registration. It remains a request / requisition for a registration, which may be
approved, rejected due to deficiency in the provided details, supporting
documents and/or filled in templates, not following the prescribed procedures
or any other reason as per provisions of the Act and Rules.

4) The person filling up the application form will be the authorized person
identified by the clinical establishment who would have access to the web
portal of the clinical establishment

5) The person filling in the application should be well versed with the details of
the clinical establishment and could be the Person-In-charge or the Owner.

6) The person should have access to the mentioned email address and
mobile number since an activation code will be sent to the same for user
verification/activation.

7) Kindly keep ready the below documents, photographs and filled in

templates before applying.
a) Certificate of Registration
b) Certificate of Registration
c) Photograph of the establishment
d) Filled in template KCEA Human Resources and Fees and Charges
e) Filled in template KCEA Medical Diagnostic Equipment

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8) The Application Form consists of Establishment Details, In-charge Details,
Owner Details, System of Medicine, Infrastructure Details, Human Resource,
Preview and Payment sections.

9) * Indicates mandatory fields

10) Kindly check the amount of fees to be paid as per category in Schedule 1-
Fees for Registration, Renewal, Late Application, Appeals in the Kerala
Clinical Establishment Rules, 2018

11) Only online payments are accepted and must be done through the E
treasury.

12) In case of any queries or difficulty while filling in the application form, you
may contact.
a) Call Centre Number: 0471-2323223 (All working days from 10 am to 5
pm)
b) Email: [email protected]

B) SIGN UP AS NEW USER

1. To apply for a new registration the applicant needs to sign up as a new

user

2. Once a user id is created the same could be used for login and check
the status of application and other aspects.

3. Enter the Name of the Person filling the application form

4. Designation of the Person

5. Select the ID proof from the drop down list, which could be PAN card,
Aadhar, Voters ID, or Indian Passport

6. Mention the ID proof number

Kindly note that this is case sensitive

7. Mention the email address

Provide the email ID of the person filling up the application form.
The confirmation will be sent to this email ID

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 8. Mention the mobile number
Provide the mobile number of the person filling up the
application form.
The confirmation will be sent to this mobile number

9. Create a username
This can be either a name or email ID
To enter email address as the username click the box on below
right

10. Create an appropriate Password

Follow the instructions for creating password as mentioned on
the site

11. Confirm the password by re-entering the above password.

12. Enter Image text, CAPTCHA

Image is case sensitive

13. Click on the Register button to save the User details and create User
ID and Password

14. After submitting and the above in the sign up new user form,
verification code will be sent to the registered email address and OTP
to the mobile number and upon entering the same the signing up
process will be complete.

15. After providing the same user can login with the username and
password.

16. Please note down the Username and Password for future use

C) LOGGING IN

1. After Successful registration the below message will be shown.

2. ‘Registration Successful, Please Click “here” to activate your account’

3. The page will be directed to User Activation page

4. Enter the Verification code received via mobile and email address.

5. Click on “Verify me” after which the applicant will be directed to Login
to Kerala Clinical Establishments [Registration and Regulation] Act,
2018 – Portal.

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 6. Enter the created Username and Password.

7. Enter the CAPTCHA mentioned.

Captcha is case sensitive

8. Click on the ‘Sign in’ button to successfully login and proceed to the
next page on Establishment Details

D) FILLING IN THE APPLICATION FORM

General Instructions
Please note that you can logout at any point of time after selecting the ‘save’
button at the bottom of each page to save the application as a draft. However,
you need to fill the complete information in one section to proceed to the next
one.

1). Establishment Details

1. Select the establishment to be registered under ‘Applying for’ the

options for which are below.

1. Hospital / Dental Hospital / Dental Clinic without attached

Laboratory & / Diagnostic Imaging Centre

2. Hospital / Dental Hospital / Dental Clinic with attached

Laboratory & / Diagnostic Imaging Centre

3. Laboratory & / Diagnostic Imaging Centre.

2. Click on the appropriate option.

The below instructions are an example for those applying for a)Hospital
/ Dental Hospital / Dental Clinic without attached Laboratory &/
Diagnostic Imaging Centre and b) Hospital / Dental Hospital/ Dental
Clinic with attached Laboratory &/ Diagnostic Imaging Centre

3. Mention the Name of the Establishment

a) Select the Type of establishment from the drop down list under
Ownership. The options available are Private and Public. Select any
one applicable.

i) If selected Private
Select the Type of Ownership from the drop down list.

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 The options for which are below
Partnership
Individual Proprietorship
Registered Company
Trust/Charitable
Co-operative Society
Any other (if selected please mention the details in the text box
given)

ii) If selected Public

Select the Type of Ownership from the drop down list.
The options for which are below:
State Government
Local Government
Central Government
Employee State Insurance Co-operation
Autonomous organization under Government
Public Sector Undertaking
Police
Railways
Any other (if selected please mention the details in the text box
given)

b ) Upload scanned copy of the Registration Certificate by clicking on

Choose file
*Not applicable for Public Sector establishments
i) Registration certificate should be establishment registration
certificate issued by LSGD or any other government body e.g.
Shops and Establishment Act.
ii) Ownership certificate should be uploaded depending on the
type of Ownership eg. If Trust – upload certificate issued by the
appropriate authority
iii) The format should be a pdf with a size of maximum 2MB. The
certificates should be merged in 1 pdf document

c)Mention the complete address of the Establishment

d) Select the District from the drop down list

e) Select the Taluk from the drop down list

f) Select the Village from the drop down list

g) Enter the ward number if applicable.

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 h) Mention the area pin code.

i) Select the location type, whether the establishment is located in a

Panchayat, Municipality or Corporation

j) Mention the official telephone number

Number should be of the establishment

k) Mention the mobile number

Number should be of the establishment (or the person incharge)

l) Mention the email address.

Official email address of the Clinical Establishment

m) Mention the Website if available.

n) Mention the year of establishment. Up to 2014 the Month need not

be mentioned.
Public Sector establishments if the year of establishment is
unknown select the option “Unknown”

o) Mention the Latitude and Longitude

p) Upload a photograph of the establishment by clicking ‘Choose file’.

The photo should be a front view of the establishment in JPG
format with a maximum size of 500KB.

q) Select the Save button to proceed on to the next page on Incharge

Details

2) In-charge Details
Person In-charge of the establishment will be the one responsible for the day-
to-day functioning of the Clinical Establishment E.g. Medical Superintendent,
Administrator etc.

a) Mention the Name of the Person In charge*

b) Mention the Designation of the Medical In charge

c) Select the Degree of the In-charge from the drop down list

d) In case of Doctors mention the Specialization

e) Mention the Doctor’s registration number

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 f) Select the State Council registration

g) Mention the Email Address

h) Mention the Telephone number

i) Mention the Mobile Number

j) Select Save to proceed to Owner details

In case of Public Sector establishment’s the Owner details are disabled

3) Owner Details
a) Mention the Name of the Owner.
a. If the owner is same as the In-charge, click the option
available at the top left of the page
b. The names of the owners need to be specified as per the
type of ownership e.g. 1) In case of Trust, names of
all the trustees, 2) in case of partnership, names of all
partners

b) Mention the address of the Owner

c) Mention the State

d) Mention the pin code

e) Mention the telephone number

f) Mention the Mobile number

g) Mention the email address

h) Select Save to proceed to System of Medicine

4) System of Medicine

a) Select the appropriate System of Medicine

Modern Medicine

b) Select the Type of Establishment from the dropdown list*

• Select the Services Offered
• If selected ‘Any other’ please mention in the
text box given.

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 Day Care center will be any center wherein surgical procedures take
place with a stay of less than 24hrs.

Health Centre means Primary Health Center or Community Health

Centre

c) Depending on the type of system selected, the appropriate

Specialty options appear which are multiple-choice. Select those
that are applicable

d) Select the applicable Medical Super specialty

e) Select the applicable Surgical Super Specialty

In case of selecting Maternity care and Health care the
above options are disabled

f) Click Save to proceed onto the next section on to Infrastructure

details.

5) Infrastructure Details
a) Mention the Area of establishment in square feet
b) Provide the total area of the establishment

c) Mention the number of outpatient clinics

d) Mention the number of beds

e) Mention the Specialty details

Depending on the specialty and super specialty services
selected, the total number of beds under each specialty
appears.

f) Click Save to proceed onto the next page on Human resource.

6) Human Resources and Fees, Charges and Package rates by clinical

establishments
a) Mention the details of the Human resources available in the
establishment.
Number of staffs that is permanent and temporary needs to be
entered under each service provided.
b) Mention the details of the charges and fees of the facilities and
services provided by the establishment.
This may be modified as per the individual establishment

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 A downloadable template is available in which the details of the staff
needs to be entered.

7) Uploading Details
Two excel sheets needs be uploaded providing details of

1) Human Resources and Rates and Charges:

1) a) Human Resource: The first sheet on the excel should be

filled up as following
a. Category of Staff
Under each category e.g. Doctors, Nurses, etc.
b. Name
Enter the complete name of the persons in each of the
category
c. Age

d. Gender

e. Qualification
Enter the highest qualification of the person

f. Council Registered Recognized Systems (Applicable to Doctors

Nurses, Dentists, Pharmacists)

g. Registration number
Enter the registration number, (Applicable to Doctors
Nurses, Dentists, Pharmacists)

h. Nature of Service (Permanent / Temporary / Visiting)

i. Email ID

j. Mobile No

1) b) Fees and Charges: This will have to be filled up from the

second sheet in the excel sheet

a) The second sheet of the excel sheet should be filled up

regarding the details of modern medicine out patient services,
fees and charges

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 b) The third sheet of the excel should be filled up regarding the
details of modern medicine In-patient services, fees and charges

c) The fourth sheet of the excel should be filled up regarding the

details of dental services, fees and charges (May be filled up for
dental services in standalone establishments and also for dental
services provided in hospitals)

d) The fifth sheet of the excel should be filled up regarding the

details of laboratories, fees and charges (May be filled up for
laboratory services in standalone establishments and also for
laboratory services provided in hospitals)

e) The sixth sheet of the excel should be filled up regarding the

details pf diagnostic imaging services, fees and charges (May
be filled up for diagnostic imaging services in standalone
establishments and also for diagnostic imaging services
provided in hospitals)

2) Medical and Diagnostic Equipment’s

a) Category of Equipment

b) Name of company

c) Specifications

d) Number

e) Functional Status

8) Declaration
a. In the declaration the name of the person filling in the form and
designation needs to be entered

b. Kindly ensure the details, information, uploads (e.g. certificates,

filled in templates) are correct before submission.

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 c. Click Save to proceed onto the next page on Preview.

9) Preview
A preview of the details entered in the application will be shown on this
page.

Kindly check and ensure the details entered are correct and make the
necessary changes if required by going to the particular section.

Click Save to proceed onto the next page on Fee Details

10) Fee Details

a) The fees are calculated by the system based on:

a. Type of registration (Provisional / Permanent)
b. Number of Beds
c. Location (Panchayat, Municipality or Corporation)

1. In case of Dental establishment’s the fees will be calculated on the

basis of number of Chairs in the establishments.

2. In case of Dental services being provided attached with

Multispecialty Hospitals the number of beds will be calculated.

3. In case of Dental colleges, Hospital the amount will be separate

4. In case of stand-alone Laboratory and or Diagnostic centers the

level of services being provided will be calculated. Kindly note in
case of any one service provided the higher level will be taken into
consideration for calculation of fees

5. In case of Hospital with attached Laboratory or Diagnostic center,

the calculation will be based on the number of beds.

b) Click ‘Pay Fee’ to proceed to the payment gateway

Kindly note that Fees once paid will not be refunded.
The Fee details are provided in Schedule 1 of the KCE rules 2018

11) Payment

The payment will lead to the treasury page where in the amount will be
displayed.

i. Click onto it

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 There will be two options shown
Net banking
Credit / Debit card details

ii. Select the appropriate payment method and pay the

amount

iii. A Government Receipt Number(GRN) will be generated

please note it down for future reference.

iv. The page will automatically redirect to the site of selected

bank.

v. After successful payment the page will again be

redirected onto the Clinical Establishment Portal

vi. Acknowledgement will be generated which can be

downloaded and used for future reference.

User Dash Board

After the application is filled in user can view the details of the application in
the dashboard..
Once the application is approved by the DRA, the certificate will be generated
and sent automatically to the applicants

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