eHATID LGU System version 2.0 – User Guide

Published by: Institute of Philippine Culture – Ateneo de Manila University
Date Published: 2019

Full User Guide: eHATID LGU System version 2.0 – User Guide

Overview of Changes from Version 1 to Version 2

To continue improving our services, we, at the eHATID LGU Project, released the Version 2.0 of the eHATID LGU System. Between 2015 and 2019, we have released several application versions all tagged under Version 1. The latest mobile application release was version 1.4.2.1. With the comments and suggestions received from you, our partners, plus operational guidance from the Department of Health (DOH) and PhilHealth (Philippine Health Insurance Corporation), we have made significant changes to the interface and data fields of our electronic medical record. Before presenting the changes of the mobile application, let us go over the changes in the system as well as the features that were retained.

What Stayed the Same

The eHATID LGU System remains to be a multi-platform electronic medical record (EMR) system, with the data encoding functionalities mostly designed to be done on an Android device. It retains its “consultation-type” format,” instead of adopting a programmatic design. All enhancements, particularly the data fields, had been improved and adjusted with the guidance from the Electronic Health Record Experts Group (EHREG), DOH, and PhilHealth. On top of this, the Department of Information and Communications Technology (DICT) continues to host our application’s cloud services.

Our Patient Record maintains the “Edit > Save” format: all data fields can be edited by tapping the “Edit” button and saved using the “Save” button. The offline mode still follows the format of the online mode, and the “Sync and Purge” feature has been improved for a more efficient uploading of data. Except for the data fields required during the creation of a new patient record, all other data fields in the system are not mandatory. ICD10 Codes remain pre-installed in the mobile application.

All patient records encoded from the previous Version 1 application will automatically be transferred to Version 2. All accounts (RHU Administrator, MHO Encoder and Encoder) will also be retained. Only the Mayor User has changed significantly.

What Has Changed

As mentioned, there are many changes in the data fields and interface of the application. We will go over the changes one by one in the succeeding modules. In summary, below is a list of twelve (12) major changes in the eHATID LGU System:

User Guide for eHATID LGU System Version 2.0 Page 5 of 75

1. One Municipality, Multiple RHU Accounts – Starting version 2.0, each city or municipality can register multiple Rural Health Unit Accounts. With this feature, each registered RHU will only see the patient records encoded from its catchment area. Each RHU account will have its own unique RHU Administrator, and group of Encoders.

2. No more duplicate data fields – The system data fields has been rigorously mapped such that there is less duplication of data fields. This means the patient’s PhilHealth number will only be typed in one data field inside one tab.

3. New data fields – Pursuant to changes in Philippine eHealth regulations, new data fields are added into the system such as those needed for PhilHealth’s ePCB (Electronic Primary Care Benefit) or PhilHealth Konsulta.

4. No more mobile application dashboard – The mobile application now opens directly to the list of patients. The other application features (Graphs and Reports, Notifiable Diseases, and Communication) can be found on the overflow button on the upper left side of the screen.

5. Application User Profile – Also on the overflow button, you will find information on whose encoder account the mobile application is logged in.

6. New “Add Patient” button – The “Add Patient” button is now located at the lower right corner of the screen.

7. New Patient Record tab – From the previous four (tabs), each patient record now has seven (7) tabs, namely:
a. Basic
b. Location
c. Health Information
d. Past Medical History
e. WHOPEN
f. NCDQ
g. Consultation

Each tab shall be discussed in this user guide as individual modules.

8. Two-column Layout – Each screen now comes in a two-column layout. This condenses all data fields into the available space so that there is less need to scroll down in finding the data field you need to edit.

9. Edit Mode Band – A blue band with the label “You’re in Edit Mode” appears once you tap the Edit button of any of the tabs. This allows you to quickly see if you have successfully entered the edit mode. The blue band disappears once you tap “Save” or “Cancel button.

10. Follow-up Consultation – The physician can now take note and schedule follow-up consultations to an initial consultation record using the “Consultation” tab.

11. Stricter Data Validation – Most data fields are still not required. However, we have implemented a stricter data validation feature for version 2. This lessens the possibility of encoding erroneous data, particularly those that are only flagged during submission. The mobile application automatically presents messages that will ask you to double-check important data fields prior to saving your edit.

12. Repurposed Communication Tool – You can now chat with the eHATID LGU technical
support team without leaving the mobile application through the new “communication”
feature of eHATID LGU.

User Guide Flow

This user guide has been written for those who are already familiar with the eHATID LGU System. As such, it does not detail options for data fields with a dropdown box. Users are expected to have some level of familiarity and training with health record/treatment record concepts used within the rural healthcare setup in order to secure the integrity and accuracy of each health record.

The succeeding sections will present all possible data fields and type of data input required. Screenshots of the web and mobile applications are also embedded in the document to help you locate the feature being discussed. All mobile application screenshots used in this user guide are prepared from a Samsung Galaxy Tab A. Slight variations in the mobile application may occur when using eHATID LGU in another device. The basic functionalities will remain the same.