Oromia Health Bureau: HRMIS Version 1.0, 2023
Oromia Health Bureau: HRMIS Version 1.0, 2023
Oromia Health Bureau: HRMIS Version 1.0, 2023
June, 2023
Oromia Health Bureau acknowledges the commitment and unreserved efforts of the senior
experts listed below for development of HRMIS SOP.
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Table of Contents
1. Introduction ....................................................................................................................................... 1
2. Purpose: ............................................................................................................................................... 1
3. Scope: ................................................................................................................................................... 1
4. Abbreviations: ..................................................................................................................................... 2
5. Role and Responsibility ...................................................................................................................... 2
5.1. Root .............................................................................................................................................. 2
5.2. Admin ........................................................................................................................................... 2
5.3. Oromia Health Bureau Health and Health related Directorate (Approver) ....................... 2
5.4. Reviewer (Zonal/Town/City) .................................................................................................... 2
5.5. Applicants..................................................................................................................................... 3
6. Definitions:........................................................................................................................................... 3
7. Activity description/procedure .......................................................................................................... 4
7.1. Steps to create new account/sign up for applicants................................................................ 4
7.2. Reset password (only for Applicant/Guest) ............................................................................. 4
7.3. Steps to Sign in to the system .................................................................................................... 5
8. Customer Workspace ......................................................................................................................... 5
8.2. Application Category ..................................................................................................................... 5
8.3. Application History......................................................................................................................... 5
7.4. Payment Processing .................................................................................................................... 6
7.5. License Generating ...................................................................................................................... 6
7.6. Good Standing Letter Generating ............................................................................................. 6
7.7. Designation Letter Generating ................................................................................................... 6
8. Customer Panel ................................................................................................................................... 6
8.1. Helps on Requirements ................................................................................................................... 7
8.2. Mandatory Document.................................................................................................................... 7
8.4. Application................................................................................................................................... 7
8.5. Institutions Graduated From ..................................................................................................... 7
8.6. Publications (if there is any)....................................................................................................... 8
8.7. Additional Attachments (if there is any) .................................................................................. 8
8.8. Sign and Apply ............................................................................................................................ 8
9. Zone/Town/City Reviewal Panel...................................................................................................... 8
9.1. Steps to Upgrades/Renewal for eligible applicants ..................................................................... 9
9.2. Upgrade and Renewal Reviewal Panel ineligible (not licensed by the system previously) ..............9
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9.3. Pending Upgrades/Renewals ................................................................................................... 10
9.4. Approved Upgrades/Renewals................................................................................................ 10
9.5. Licensed Upgrades/Renewals ................................................................................................... 10
10. Approval Workspace .................................................................................................................... 10
How to access Approval Workspace...................................................................................................... 10
10.1. New Applications...................................................................................................................... 11
10.2. Approved Applications ........................................................................................................ 11
10.3. Pending Applications ............................................................................................................ 11
10.4. Licensed Applications............................................................................................................ 11
10.5. Rejected Applications ........................................................................................................... 11
10.6. Payment Approval ................................................................................................................ 11
10.7. Approved Payment............................................................................................................... 12
11. Approval Panel.............................................................................................................................. 12
11.1. Help button ............................................................................................................................... 12
11.2. Mandatory Documents ............................................................................................................ 12
11.2.1. When Feedback is required .................................................................................................. 12
11.3. Application................................................................................................................................. 13
11.3.1. When feedback is required................................................................................................... 13
11.4. Institution Graduated From ..................................................................................................... 13
11.4.1. When feedback is required................................................................................................... 14
11.5. Publication (if there is any) ...................................................................................................... 14
11.5.1. When feedback is required................................................................................................... 14
11.6. Additional Attachments (if there is any) ................................................................................ 14
11.6.1. When feedback is required................................................................................................... 15
11.7. Application Approval ............................................................................................................... 15
11.7.1. When feedback is required................................................................................................... 16
11.7.2. When rejection required ...................................................................................................... 16
12. Reference ....................................................................................................................................... 16
13. Supporting document and records ............................................................................................. 16
Content of Declaration ............................................................................................................................ 17
REVISION AND AMENDMENT.............................................................................................................. 18
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1. Introduction
This SOP is intended to equip health care taskforces with knowledge and skill to effectively
use HRMIS software for professional license processing. It enables the Applicant how to
apply and get new license, upgrade, renewal, letter of designation, letter of good standing
and replacement for lost/damaged license online from his/her workplace .It enables also
the Approver how to review and approve for new license, upgrade, renewal, designation,
letter of good standing and replacement for lost/damaged license online, that tasks are
completed consistently and efficiently, and to reduce the risk of errors(non-conformity),
improve quality and customer service. Additionally, it enables Zonal/Town reviewers how
to review, attach professional license (expired or not expired) /Letter of Designation and
Add the applicants not previously licensed by system using an account opened by the
regional system admin.
2. Purpose:
This procedure gives instructions/steps on how applicant accesses, apply and receive new
license, renewal license, upgrade, lost/damaged license, letter of designation and letter of
good standing.
Approver accesses and process (new license, renewal license, upgrade, lost/damaged
license, letter of designation and letter of good standing).
Zone/Town/City Reviewer access and attach previous license/designation letter for
Renewal and Upgrade.
Administrator create account for Approver and Reviewer. Aside, with inclusive and overall
system management and control with some restrictions.
3. Scope:
This procedure applies for activities to be performed using HRMIS such as New License,
Renewal License, Upgrade, Replacement for lost/damaged license, Letter of Designation
and Letter of Good standing implemented within Oromia Region jurisdiction.
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4. Abbreviations:
HRMIS-Health Regulatory Management Information System
OHB-Oromia Health Bureau
SOP- Standard Operation Procedure
URL-Universal Resource Locator
5. Role and Responsibility
5.1. Root
Has inclusive and overall system management and control
5.2. Admin
Next to root user, admin has also inclusive role with some restrictions. For instance,
admin cannot change user name and has no access to root privileged modules.
5.3. Oromia Health Bureau Health and Health related Directorate (Approver)
Is to ensure:
Effective implementation, maintenance and follow-up of this procedure (Review
and Approve application)
Review/revise and communicate if any amendment is needed.
Capacity building and support Health workforce at different levels (training, and
technical support)
Early communication and taking feedback for applicant soon.
When gap/non-conformity is identified by approver, take administrative measures
when necessary and follow the correction of identified gap.
Communicate and provide information on any issue of HRMIS professional license
processing and authentication.
Compile, aggregate and generate report.
5.4. Reviewer (Zonal/Town/City)
Zonal/Town/City reviewers receive expired professional license for Renewal and
professional license (active or expired)/letter of designation for upgrade from
applicants and attach to HRMIS. Additionally, they can update attached
documents and their Reviewal profile (till approved).
Reviewers can follow, communicate, and take administration measures on Expired
license
Reviewers can view the status of health professionals' licenses (Pending, Approved
and Licensed Renewal/Upgrade) in their catchment area.
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For applicants not previously licensed by system but need professional license for
Renewal and Upgrade they need to Add the applicants in to the system by using
Add New Customer button on Reviewal Panel
5.5. Applicants
They have to sign up to access the system online using URL defined by OHB and
manage their account profile.
An applicant applied for Health Professional license process, must be under practice
of Oromia Health Bureau
Degree-level applicants who are newly graduating from higher institution request
health professional license should have grade 11 and 12 transcript from Oromia
Region.
Diploma, level-IV and level-V applicants who request Heath professional license
must graduate from recognized higher institutions from Oromia region.
An applicant who requests professional license (New, Renewal, Upgrade and
Replacement), letter of designation and letter of good standing must meet the
requirements.
Every health professional should renew the professional license every five year.
The applicant can process professional licensing online at any time from any place
6. Definitions:
Approver means an expert who approves required document/s for Health professionals
license processing at the regional level.
Reviewers are Zone/Town/City Regulatory expert who receive and attach previous
license/designation letter from applicants who are previously licensed by HRMIS (eligible)
and make applicants eligible who have not yet licensed by system.
Professional means a person trained at a recognized higher education institution and
registered /licensed by regulatory bodies to provide health service.
Applicant means an eligible health professional who applies /request for new health
professional license, Renewal license, Upgrade, Designation Letter, Letter of Good standing
and Professional license replacement.
Mandatory documents are an item required for Professional License Processing.
New Application, from the perspective of applicant, is an application that has to be filled
by an applicant who has never had professional license.
New Application, from the perspective of approver, is an item which contains list of
applications (New, Upgrade, Renewal, Replacement, Designation Letter and Letter of
Good Standing) applied by applicant.
New professional license means the regional regulatory body provide a license for the first
time and grants the recipient legal authority to practice a specific scope.
Renewal Application is Customer Workspace item to renew for the action of extending
the period of validity of license
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Upgrade Application is Customer Workspace item to upgrade an extension of existing
professional status/the license scope on the basis of an existing license.
Letter of Designation is an official name, description or title which is given to a requested
institutions regarding health professional.
Letter of Good Standing is an official letter given for an applicant regarding his/her
performance.
Replacement Application is Customer Workspace item to replace License that is issued to
substitute for a license that has been lost or damaged.
Rejection means the regulatory bodies’ action to reject the applications if the document
provided by applicant is not legal and /or invalid
Restore is an action to be taken by administrator to change the application status to New
when license is approved or issued wrongly by approver.
Suspended means any administrative measure that prevents health professional from
performing his/her professional duties for a period of time due to violation or non-
compliance with the regulations.
Revoke means an administrative measure to cancel/withdraw health professional license
from performing his/her professional duties by regulatory bodies.
Active state means the professional license is valid and has not expired so that health
professionals can practice in the scope of service.
Inactive state means a health professional whose professional license is invalid (revoked),
expired or health professional has not performed using the given professional license.
7. Activity description/procedure
7.1. Steps to create new account/sign up for applicants
Open browser and type URL on address bar.
Click on Agree
Homepage
Click on Get Started
Click Signup/Sign in button
Applicant/Guest Homepage
Click on Next button to navigate to Applicant Workspace
7.2. Reset password (only for Applicant/Guest)
Click on Forgot Username/Password button
Open a dialog box to enter email to send the link for updating password
Enter your email
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Click on send reset link
Open your email to get the link and reset your password
8. Customer Workspace
New Application
Renewal Application
Upgrade Application
Letter of Designation
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When an applicant-required documents or profile is reviewed and
approved by Approver, the payment needed for the license processing
message is appeared as number 1 in side badge icon on Payment
Processing
8. Customer Panel
The following items are available on Customer Panel
Helps on Requirements
Mandatory Document
Application
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Institution/s Graduated From
Publications (if there is any)
Additional Attachments (if there is any)
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Click on Save button and then, Data is Saved Successfully dialog box is appeared.
Click on the Close button to close Dialog box
Applicant can add more institutions by Clicking Add New button under
Institutions Graduated From
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Click on Get Started
Enter your Username and password
Reviewer Homepage
Click on Next button to navigate to Reviewal Panel
The following items are available on Reviewer Panel page
o Upgrades/Renewals Eligible for Approval
o Pending Upgrades/Renewals
o Approved Upgrades/Renewals
o Licensed Upgrades/Renewals
9.1. Steps to Upgrades/Renewal for eligible applicants
Sign in to HRMIS using Username and password
Reviewer Homepage
Click on Next button
Reviewal Panel-Zone/Town/City appeared
Click on Upgrades/Renewals Eligible for Reviewal
List of eligible professional licensing customers for upgrade/renewals in your
respective organization will be displayed
Click on search text box to search list of eligible customers for renewal/upgrade.
Write name of applicant in search box and hit enter to filter.
Click on file button under approve column
Attach previous license/designation letter in PDF format
Select approval type (Upgrade/Renewal) from drop down box
Enter your full name, position, email, phone number and remark if any
Click on approve to enable further processing by approver at OHB and applicant
After you click on approve, confirmation pop up message appears
Click on Close button to close
Sign out to exit from the system
9.2. Upgrade and Renewal Reviewal Panel ineligible (not licensed by the system
previously)
The applicant needs to Sign up
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Zone/Town reviewer searching the Applicant from sign up
Click on Add New Customer button to search the Applicant
Click on file button under Approve column
Attach previous license/designation letter in PDF format
Select approval type (Upgrade/Renewal) from drop down box
Enter your full name, position, email, phone number and remark if any
Click on approve to enable further processing by approver at OHB and applicant
After you click on approve, confirmation pop up message appears
Click on Close button to close
Sign out to exit from the system
9.3. Pending Upgrades/Renewals
This item is where list of reviewed customers by the Zone/Town are populated.
These customers are either not yet processed their application or approved by
Approver
9.4. Approved Upgrades/Renewals
This item is where list of approved applications by Approver are populated.
9.5. Licensed Upgrades/Renewals
This item is where list of licensed applications is populated
10. Approval Workspace
How to access Approval Workspace
Open browser and type URL on address bar
Click on Agree
Homepage
Click on Get Started
Sign in to HRMIS using Username and password
Approval Homepage
Click on Next button to navigate to Approval Workspace
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The following items are available on Approval Workspace
o New Applications
o Approved Applications
o Pending Applications
o Licensed Applications
o Rejected Applications
o Payment Approval
o Approved Payments
10.1. New Applications
Clicking on New Application, the following items are available
o List of New Applications for:
o New, Upgrade, Renewal, Replacement
o Letters of Good standing
o Letters of Designation
Click on Browse button under Approve column to navigate to Approval Panel
10.2. Approved Applications
Click on Approved Applications
Click on Browse button under Approve column to navigate to Approval Panel
10.3. Pending Applications
Click on Pending Application
Click on Browse button under Approve column to navigate to Approval Panel
10.4. Licensed Applications
Click on Licensed Application
Click on Browse button under Approve column to navigate to Approval Panel
10.5. Rejected Applications
Click on Rejected Application
Click on Browse button under Approve column to navigate to Approval Panel
10.6. Payment Approval
Click on Payment Approval
Click on Browse Receipt to review receipt attached by the applicant
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Click on Approve-to-approve payment
The confirmation dialog box will be appeared
Click on Close button
10.7. Approved Payment
Click on Approved Payment
Click on Browse Receipt button under Browse Receipt column to view the
receipt
11. Approval Panel
The following items are available on Approval Panel
o Help button
o Mandatory Documents
o Application
o Institution Graduated From
o Publication (if there is any)
o Additional Attachments (if there is any)
o Application Approval
11.1. Help button
Click on Help button to view Mandatory Documents required
11.2. Mandatory Documents
Click on Mandatory Documents item to view each attached document
Click on the name of attached mandatory document to check and review each
document
Click on Feedback button under Action column if it is required
Click on Approve button after the Approver check and review the Mandatory
Documents of the applicant
Then Confirmation dialog box for Approved successfully dialog box will appear
Click on the Close button to close the dialog box
11.3. Application
Click on Application then the Application profile will be displayed.
Check, review the application profile such as Personal Information, Birth Address
Information, Current Address Information and The Applicant is Applied for the
Profession Option/s
Click on Feedback button if it is required
Click on Approve button then
The Confirmation dialog box for Approved successfully dialog box will appear
Click on the Close button to close the dialog box
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Click on Approve button
The Confirmation dialog box for Approved successfully dialog box will appear
Click on the Close button to close the dialog box
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Click on Approve button then
The Confirmation dialog box for Approved successfully dialog box will appear
Click on the Close button to close the dialog box
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The Confirmation dialog box for Application is approved Successfully will be
displayed
Click on the Close button to close the dialog box
12. Reference
Health professionals’ Registrations and licensing directive number 770/2021
Wikipedia Dictionary
13. Supporting document and records
HRMIS Participant manual, SOP
Helps button for required document
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Content of Declaration
Declaration
I, the undersigned regulatory expert personnel, certify that I am conducting every step of
the procedures incorporated in this SOP after a prior reading.
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REVISION AND AMENDMENT
i. Review of Document
B. Amendment
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