USER’S TRAINING ON THE UNIFIED DISEASE REGISTRY

SYSTEMS(UDRS)

CityState Tower Hotel Ermita, Manila

Department of Health Disease Prevention and Control Bureau

Epidemiology Bureau Knowledge Management and Information Technology Service

PRESENTATION OF TRAINING OVERVIEW

TRAINING OVERVIEW DAY 1: Administrative Order No. 2013-0005 or the National

Policy on the Unified Disease Registry Systems (UDRS) of the DOH

Department Memorandum No. 2014-0307 or the

Implementation of the UDRS Department Memorandum No. 2014-0205 or the

Designation of a System Administrator for the Unified Registry Systems for Non-Communicable Diseases

Department Circular No. 2013-0275 – Guidelines on the Issuance, Suspension and Termination of User Accounts for the Reporting or Uploading to the Unified Non-Communicable Disease Registry System pursuant to AO No. 2013-0005

TRAINING OVERVIEW Overview of Unified Disease Registry Systems

Online National Electronic Injury Surveillance

System (ONEISS)Overview Presentation of APIR Registry Form Presentation of NEISS Registry Form System Demonstration Hands-On Exercises

TRAINING OVERVIEW DAY 2: Continuation of ONEISS Presentation

ONEISS Validation Findings

Violence Against Women and Children Registry System

(VAWCRS) Presentation and Overview

Philippine Registry for Persons with Disabilities (PRPWD) Presentation and Overview

Integrated Philippine Network for Injury Data Management System (iPNIDMS) Presentation and Overview

TRAINING OVERVIEW DAY 3: Integrated Chronic Non-Communicable Diseases Registry Systems (ICNCDRS) Presentation and Overview, System Demonstration and Hands-on Exercises 1. Module on Cancer (System Demonstration and

Hands-on Exercises) 2. Module on Diabetes (System Demonstration and

Hands-on Exercises) 3. Module on Stroke (System Demonstration and

Hands-on Exercises) 4. Module on COPD (System Demonstration and

Hands-on Exercises)

TRAINING OVERVIEW DAY 4: Continuation of ICNCDRS…

5. Module on Blindness (System Demonstration and Hands-on Exercises) 6. Module on Coronary Artery Disease (System Demonstration and Hands-on Exercises)

Workshop on the Implementation Plan Presentation of Workshop Outputs Awarding of Certificates Closing Remarks

GENERAL: The major objective of the activity is to train the

reporting health facilities on the Unified Disease Registry Systems (UDRS).

SPECIFIC: At the end of the activity, the participants will be

able to: 1. Acquire the necessary skills that are essential to the

operation and/or implementation of the Unified Disease Registry Systems (UDRS).

2. Demonstrate proficiency in using/ navigating the systems; and

3. Express commitment in providing operational and technical support towards full implementation and sustainability of the systems.

ADMINISTRATIVE ORDER NO. 2013-0005 National Policy on the Unified Registry

Systems of the Department of Health

• Non-communicable diseases are the top causes of death worldwide, killing more than 36 million people in 2008.

• Cardiovascular diseases were responsible for 48% of these deaths, cancers 21%, chronic respiratory diseases 12%, and diabetes 3% (WHO)

• In the Philippines, cardiovascular diseases, cancers, chronic respiratory diseases and diabetes are among the top killers causing more than half of all deaths annually.

• Hypertension and diseases of the heart are among the ten leading causes of illnesses each year.

• These lifestyle related non-communicable diseases have common risk factors which are to a large extent related to unhealthy lifestyle particularly tobacco use, unhealthy diet, physical inactivity and alcohol use (National Objectives for Health 2005-2010).

Recognizing the urgency of the situation, the Department of Health (DOH) as the principal health agency in the Philippines, took on the lead in making policies and programs that could lessen these cases.

In April 14, 2011, Administrative Order No. 2011-0003 or the National Policy on Strengthening the Prevention and Control of Chronic Lifestyle Related Non Communicable Disease was issued.

• DOH shall provide leadership in

addressing lifestyle related non-communicable diseases and institute measures in ensuring that the programs for prevention are met and implemented.

• Epidemiology Bureau and the Knowledge Management and Information Technology Service

• shall establish and sustain public

health and hospital surveillance systems including registries, for lifestyle-related diseases and other non-communicable diseases.

Injury • In the Asia Pacific Region, it is estimated

that injuries caused about 2.7 million deaths in 2002, or over 7000 deaths daily, which constituted 52% of worldwide injury deaths.

Administrative Order No. 2007-0010 -

National Policy on Violence and Injury Prevention. • established a national policy and strategic

framework for injury prevention activities for DOH and other government agencies, local government units, non-government organizations, communities and

individuals.

Violence against women and children

• Related to injury is violence against women and children which is not merely a health concern and requires a whole range of medical, social, and non-medical interventions and services.

• Administrative Order No. 1-B, s. 1997

established a Women and Children Protection Unit in All DOH Hospitals.

Persons with Disabilities DOH supports the program on persons

with disabilities and has created Administrative Order No. 16-A, s. 1999 which established the Guidelines on the Issuance of Certification of Disability to Persons with Disabilities.

To make available the data on chronic non-communicable diseases, injury, violence and disabilities, the Unified Registry Systems were developed by the DOH.

• UDRS includes:

• Online National Electronic Injury Surveillance System

• Integrated Chronic Non-Communicable Diseases • Philippine Registry for Persons with Disabilities • Violence Against Women and Children Registry

System. • Philippine Network for Injury Data Management

System

This Order mandates all government and private clinics and hospitals to submit reportable cases of chronic non-communicable diseases, injuries, violence, and disabilities to the DOH Information Management Service, and defines the implementing procedures and guidelines related thereto.

The issuance of this Order aims to achieve the following objectives:

1. Provide standard recording and

submission of reportable cases related to chronic non-communicable diseases, injuries, violence, and disabilities which are diagnosed or confirmed accordingly to the DOH.

2. Collect data that are essential for public health planning, use, and/or implementation.

3. Establish clear operating guidelines and/or procedures in the implementation of the registry system.

4. Define rules to protect the confidentiality of data.

This Order shall apply to all DOH Central Office, Centers for Health Development Offices, Provincial/ District/ City/ Municipality Health Offices, and government and private clinics and hospitals including medical professional societies/associations.

1. The Unified Registry Systems shall serve as tools and mechanisms to collect information on reportable cases on chronic non-communicable diseases, injuries, violence, and disabilities

• that have been diagnosed or confirmed as such in the country as basis for sound and rational planning, implementation, monitoring and evaluation of health programs; development of health services, health policies and programs, and inputs to studies and other related undertakings.

2. Professional societies and those with existing information systems shall upload the required data to the DOH Information Management Service to generate national data.

3. The security, confidentiality, and integrity of data shall at all times be secured and/or protected.

4. Monitoring shall be conducted by the DPCB, EpiB, and KMITS in coordination with the NCHFD and BHFS, to evaluate compliance of reporting facilities, strengthen quality assurance, and monitor the performance of the unified registry systems.

A. Unified Registry Systems’ Reporting

• Data submitted through the UDRS can be accessed by the BHFS and CHDs and can be included in the required hospital statistical reports

• Reporting health facilities refer to government

and private clinics and hospitals. • All reporting health facilities shall report diagnosed or

confirmed cases of chronic non-communicable diseases, injuries, violence and disabilities on a regular basis

2. Regular basis shall refer to the frequency of reporting, namely:

i Chronic Non-Communicable Diseases

Monthly

ii Injuries Daily iii Violence Daily iv Disabilities Monthly

3. When there is a reportable case, the reporting health facility, through the concerned doctor or authorized personnel, shall fill up the appropriate standard recording form. The standard recording forms are as follows:

i Cancer Registry Form Annex 1.0

ii COPD Registry Form Annex 2.0

iii Diabetes Registry Form Annex 3.0

iv Stroke Registry Form Annex 4.0

v Patient Injury Registry Form Annex 5.0

vi Fireworks Injury Surveillance – Patient Information Sheet

Annex 6.0

vii Violence Against Women and Children – Patient Information Sheet

Annex 7.0

viii Persons with Disability Registration Form Annex 8.0

4. Reporting health facilities shall use the Online Data Entry or Data Uploading that is applicable to their current settings, situations, and/or capacities to submit their reportable case to the DOH IMS.

5. For Chronic Non-Communicable Disease and Persons with Disability monthly reporting, the period for entering or uploading data shall be every first five (5) working days of the month. The submitted data shall already be validated or checked by the reporting health facilities and considered as clean and official.

6. The UDRS shall be available twenty-four (24) hours per day and seven (7) days a week.

• In any situation where the URS is

unavailable due to problems in the DOH’s ISP, database and application servers, and other concerns, an email message shall be sent to all reporting health facilities. Same users shall be notified by email once the URS becomes available.

7. Information Technology support shall be available during working days, i.e. Monday to Friday.

• Request for issuance of user names and passwords, and other system administration services shall be addressed on the following working day.

B. Data Uploading

Professional societies and those with existing information systems shall upload the required data to the DOH Information Management Service to generate national data.

1. Offices with information systems being

funded by the DOH like the Philippine Cancer Society, Renal Disease Control Program, and others shall upload data to the DOH KMITS.

2. Medical Associations are encouraged to upload data to the DOH KMITS to ensure a coordinated and systematic approach to data collection and analysis of data.

3. Data Dictionaries for Uploading shall be given to standardize the data to ensure interoperability and data sharing.

4. A Memorandum of Agreement between the DOH and those facilities with existing information systems shall be issued for systematic data uploading, confirmation of roles, duties and responsibilities, and commitment to upload the data.

C. Security of Data

The security, confidentiality, and integrity of data shall at all times be secured and/or protected.

1. Each reporting health facility shall only be given one (1) account, i.e. user name and password for close monitoring of compliance and accountability.

• Heads of Reporting Health Facilities shall disseminate user accounts to their authorized personnel and are held liable or accountable to any misuse or abuse in the use of the accounts.

2. Users of the URS shall be managed through the System Administration – Users’ Account Function of the system and to be administered by the IMS.

3. Passwords can be changed by the reporting health facilities but the user names are permanent and cannot be modified.

4. Reporting facilities shall ensure that the data are validated or checked before uploading. Submitted data cannot be edited or modified. Reporting health facilities shall undergo the following processes to request for editing:

i. Fill up the Incident Report (Annex 9.0)

with the approval signature of the head of the reporting health facility or duly authorized personnel.

ii. Submit the Incident Report to the NCDPC via personal delivery or mail.

iii. Wait for confirmation that the changes or modifications have been done or entered.

5. Reporting health facilities can only access the data that they submitted, and shall not be able to view the data of other health

facilities. A written request for an electronic copy of their submitted data in excel, word, xml, or csv formats shall be required from the Head of the Reporting Health Facilities or duly authorized personnel.

6. Information about the reportable cases shall be available at a consolidated, summary or statistical level. Personal details are restricted.

7. DOH personnel handling the UDRS shall not disclose the contents of the registry or any individually-identifiable information which may have come to his knowledge in the course of performing any duty or function under this Order or carrying any act in relation to this Order.

8. The NCDPC shall evaluate and approve request for data including individually-identifiable information. In determining whether to approve the request for data or disclosure, the following shall be critically considered:

i. Objectives of the national public health

programs including public health safety and benefits

ii. Use of the data

iii. Identity of the officers or persons to whom the data will be given or disclosed

iv. Measures to protect the data

9. The UDRS shall keep an audit trail of all data accesses.

10.The NCDPC shall suspend, terminate or lift the users’ accounts if any provisions of the procedures or guidelines are violated, or the security, confidentiality or integrity of the systems and/or data is compromised.

D. Monitoring/Evaluation of Registry System

Monitoring shall be conducted by the NCDPC,

NEC, and/or IMS in coordination with the NCHFD and BHFS, to evaluate compliance of reporting facilities, strengthen quality assurance, and monitor the performance of the unified registry systems

1. The NCDPC in coordination with the NEC

and/or IMS shall create and maintain a harmonized standard system monitoring tool and reporting form to be used during monitoring.

2. Monitoring activities shall be done on a quarterly basis with the following factors to consider in selecting the health facilities to monitor:

i. Non-compliance in reporting data

ii. Irregular reporting of data

iii. Delayed reporting of data

iv. With deficiency findings as validated or assessed by the NCDPC, NEC, and/or IMS.

v. With verbal or written complaints reported or filed by concerned offices, individuals, or other organizations.

vi. Other factors that may identified during system implementation.

3. An annual review of the system and its implementation issues shall be conducted to evaluate its performance based from the monitoring conducted quarterly. It shall be conducted with the concerned stakeholders in each registry system.

E. Sanctions for Non-compliance

Administrative Order No. 2011-0020, Section V. Guidelines, A. Streamlining of Licensure and Accreditation of Hospitals, Specific Guidelines, f. Reports, states that “an annual updated consolidated hospital statistical reports shall be prepared by DOH-CO/CHD in accordance with the format posted in at DOH website”.

Failure to comply with any of these rules and regulations and its related issuances shall constitute a violation and shall be penalized following Section IV. Guidelines A. Violations and B. Sanctions of A.O. No. 2007-0022 re: “Violations Under the One-Stop Shop Licensure System for Hospitals.”

1. Reporting Health Facilities (Government Hospitals, Private Hospitals and Clinics and Professional Societies with existing registry) shall:

a. Designate full time and backup

personnel who shall be responsible for entering or uploading data into the systems.

b. Enter or upload quality data, i.e. accurate, valid, reliable, and/or timely on a regular basis.

c. Report erroneous submitted data to the NCDPC for proper correction or editing.

d. Report problems that are encountered during operations through the online reporting system.

2. Disease Prevention and Control Bureau shall:

a. Manage the overall implementation of

the registry system including direction and guidance in the continuing operations, system enhancement, and data management.

b. Formulate processes, procedures, policies and guidelines related to the registry system.

c. Address issues, concerns, and/or problems accordingly like respond to queries about the forms, reports and standard operating procedures or processes.

d. Formulate policies, procedures, guidelines, and relevant protocols to ensure continuous operations, and develops program interventions as needed.

e. Validate data according to agreed level of validation to confirm its quality.

f. Review management, statistical, and other reports with the end objective of providing the necessary recommendations or comments.

g. Compile and publish reports on non-communicable diseases data.

h. Provide funds to support studies/researches as a result of data findings.

i. In collaboration with the concerned specialty societies shall analyze and interpret the data generated from the system.

j. Suspend, terminate or lift the user accounts if reporting facilities failed to comply with the reporting standards and/or divulged any form information without any prior authorization from the DOH.

k. Issue a Memorandum of Agreement between the DOH and those facilities with existing information systems for systematic data uploading, confirmation of roles, duties and responsibilities, and commitment to upload the data.

3. Epidemiology Bureau shall:

a. Support the development of processes, procedures, policies and guidelines related to the registry system.

b. Address issues, concerns, and/or problems accordingly.

c. Assist in the formulation of policies, procedures, guidelines, and relevant protocols to ensure continuous operations, and develops program interventions as needed.

d. Review management, statistical, and other reports with the end objective of providing the necessary recommendations or comments.

e. Validate data according to agreed level of validation to confirm its quality.

f. Provide funds to support studies/researches as a result of data findings.

g. Monitor the implementation of the system.

h. Supervise data management.

4. Knowledge Management and Information Technology Service shall:

a. Maintain the registry software.

b. Address technical problems accordingly.

c. Train users on how to operate the

registry system.

d. Assist in the formulation of policies, procedures, guidelines, and relevant protocols to ensure continuous operations, and develops program interventions as needed.

e. Perform database and network management activities.

f. Manage the help desk support to ensure continuous operations.

g. Provide funding on information and communication technology resources based on the DOH Information System Strategic Plan or other DOH directives or issuances.

5. National Center for Health Promotion shall:

a. Translate the salient findings into

messages and materials that are appropriate for specific population segments.

b. Conduct communication activities through various media channels to elicit public opinion and generate public discussion favorable to disease prevention and control.

6. National Center for Health Facility Development shall:

a. Provide implementation support like

developing guidelines and policies to ensure continuous compliance of hospitals to this directive.

b. Monitor the implementation of the system operation.

7. Bureau of Health Facilities and Services shall:

a. Provide implementation support like

developing guidelines and policies to ensure continuous compliance of hospitals to this directive.

b. Monitor the implementation of the system operation.

8. Center for Health Development shall:

a. Ensure timely entry or uploading of quality data into the registry system.

b. Report erroneous data for correction or editing using the Incident Report Form.

c. Report problems that are encountered during operations.

d. Participate in the evaluation of the registry system to further improve the functionalities or performance of the system.

e. Provide technical assistance such as training and monitoring activities and lead the regions to ensure the implementation of all the systems.

9. Local Government Units (Provincial Health Office, District Health Office and Municipal Health Office) shall:

a. Provide implementation support to

ensure continuous compliance of to this directive.

b. Ensure availability of all data collection, processing, monitoring and reporting forms or tools in each reporting facility.

c. Provide technical assistance such as training and monitoring activities to ensure the implementation of all the systems.

10.Professional Societies (Medical, Nursing, and other Paramedical Societies), Development Partners and Private Organizations

a. Professional societies with existing

information systems shall upload the required data to the DOH Information Management Service to generate national data.

b. Shall provide expert inputs on the analysis and interpretation of the data gathered from the registries.

c. Shall participate in the evaluation of the registry system to further improve the functionalities or performance of the system.

Provisions from previous issuances that are inconsistent or contrary to the provisions of this Order are hereby rescinded and modified accordingly.

If any provision of this Order is declared invalid, the other provisions not affected thereby shall remain valid and subsisting.

This order shall be effective immediately.

DEPARMENT MEMORANDUM NO. 2014-0307 Implementation of the Unified Disease

Registry Systems (UDRS)

For all Directors of DOH Regional Offices, Specialty Hospitals and Chiefs of Medical

Centers and Hospitals

• Request to monitor compliance with the submission of reports to the UDRS.

• Quarterly Status Report for each Operation Cluster to be submitted to Dr. Irma Asuncion, Director of NCDPC.

• Kalusugan Pangkalahatan (KP) aims to

achieve Universal Health Care (UHC) for all Filipinos • Attainment of health-related MDGs • Use of ICT to facilitate availability of

quality and timely information for program planning and decision making

• NCDPC, KMITS and NEC developed and begun the implementation of the UDRS in the country.

• UDRS Implementation • Included in the Philippine Health Sector

Roadmap for 2014-2016 • Commitment to the Cabinet Assistance

System (CAS) • Targets 40 provinces for 2014

• UDRS enables entry or submission of confirmed cases of chronic non-communicable diseases, injuries, violence and disabilities.

• A.O. 2013-0005 – National Policy on the Unified Disease Registry Systems • Mandates all government and private

hospitals including medical professional societies/associations to submit data to DOH

• Series of conferences and trainings were already conducted

DEPARTMENT MEMORANDUM NO. 2014-0205 Designation of a System Administrator for

the Unified Registry Systems for Non-Communicable Diseases

For all Directors of DOH Regional Offices, Specialty Hospitals and Chiefs of Medical

Centers and Hospitals

• Designation of a system administrator who shall overall manage and support the day to day operations, data management, system monitoring, user’s account maintenance, quality assurance control, system troubleshooting, security management, and reporting.

DEPARTMENT CIRCULAR NO. 2013-0275 Guidelines on the Issuance, Suspension and

Termination of User Accounts for the Reporting or Uploading to the Unified Non-Communicable

Diseases Registry System pursuant to AO No. 2013-0005

1. The Knowledge Management and Information Technology Service (KMITS) shall be responsible for the creation of user accounts to all reporting health facilities.

Lists of the user account shall be forwarded to the DOH Regional Offices for dissemination to the reporting health facilities within their area of jurisdiction.

2. Reporting health facilities shall request for user account by filling out the Service Request Form (SRF) to be approved by the Head of Office or his/her duly authorized signatory. The SRF is available for download via the website address http://uhmis1.doh.gov.ph/UnifiedRegistryNC.

3. The duly accomplished SRF shall be submitted to the corresponding DOH Regional Offices for evaluation and subsequent issuance of user account. Contact information of concerned ROs is available at http://www.doh.gov.ph/CHD_s%20.html. It may also be submitted online through email address diseaseregistry@co.doh.gov.ph wherein the concerned CHD will be informed.

4. The DOH Regional Offices shall provide the KMITS list of authorized personnel of the reporting health facilities and the assigned user account for monitoring purposes.

1. Reporting health facilities shall immediately change the password if an assigned personnel will retire, resign, be terminated, suspended or separated from service to protect the system and data. The change of password shall be done by the System Administrator of the reporting health facilities.

2. In case that the System Administrator will retire, resign, be terminated, suspended or separated from service, the Head of the reporting facility shall immediately report to KMITS in writing for immediate change of the password or submitted through diseaseregistry@co.doh.gov.ph.

3. In the event that the System Administrator’s password is forgotten, needs to reset or change, or is not working, Head of the reporting health facility shall inform the KMITS in writing for proper issuance of password or submitted through diseaseregistry@co.doh.gov.ph.

1. The DOH reserves the right to automatically

suspend or terminate a user account based on the following grounds: a. Activities that will compromise the security,

confidentiality, data integrity, operations and functionalities of the system;

b. Attempt to gain unauthorized access to another user account;

c. Unauthorized use of another user account;

d. Unauthorized data access; and,

e. Use of the account to operate an

unauthorized business or service.

2. Re-issuance of suspended user accounts

shall be done if the concerned reporting health facility undertakes necessary remedial or corrective measures within the prescribed time and upon verification of the KMITS.

3. Ros who would like to validate the data at the

level of individually identifiable information shall submit a written request and authority from the reporting health facilities unless agreed upon at a higher level that it is wide-spread for public health concern intervention.

Reporting health facilities shall make available the necessary hardware and technology infrastructure, i.e. computer, internet connection, browser, and other required resources to ensure smooth implementation of the Unified Non-Communicable Diseases Registry System. In addition, facilities shall designate trained personnel or establish a unit that shall be responsible for performing data quality assurance reviews as well as entering and uploading data for submission.

OVERVIEW OF THE UNIFIED DISEASE

REGISTRY SYSTEMS

UNIFIED DISEASE REGISTRY SYSTEMS 1. Online National Electronic Injury Surveillance System 2. Integrated Chronic Non-Communicable Disease Registry

System a. Cancer b. Diabetes c. Stroke d. COPD e. Mental Health f. Blindness g. Coronary Artery Disease h. Renal Disease

3. Philippine Network for Injury Data Management System 4. Philippine Registry for Persons with Disabilities 5. Violence against Women and Children Registry System

Pillars

Kalusugan Pangkahalatan

DOH Enterprise Architecture

(DOH + ICT4H)

Approved DOH Information System Strategic Plan by the National Computer

Center ISO Quality

Management System

Republic Acts and other Issuances

Government Interoperability

Framework

Republic Acts , Administrative

Issuances, and other laws

Health Facilities (Hospitals and Clinics) | NCDA – National Center for Disability Affair, | LGU – Local Government Units | PCW – Philippine Commission on Women

Information Systems Year Developed

Year Implemented

Status

1. Online National Electronic Injury Surveillance System (ONEISS) – Firecracker and Non-firecracker

2009 Dec 2009 - System is already developed and being implemented.

- Quarterly Factsheets already being generated - Summit/Conferences already being done to

present outputs to different stakeholders

2. Philippine Registry for Persons with Disability System (PRPWDS)

2009 Sept 2009 - System is already developed and being implemented in partnership with the National Council on Disability Affair, DSWD.

- Memorandum of Agreement between DOH and NCDA for signing

3. Integrated Chronic for Non-Communicable Disease Registry System (ICNCDRS) ( Cancer, COPD, Diabetes and Stroke) + (Blindness, Mental Health and Coronary Artery Diseases + …) + Renal Disease Control Program System

2011 2013

- System is already developed and being implemented.

- Nationwide training currently ongoing.

4. Philippine Network for Injury Database Management System (PNIDMS)

2011 Awaiting for other network members to upload data

– System is already developed – MMDA is already uploading data from

MMARAS – Waiting for other network members to

upload data to the DOH.

5. Violence Against Women and Children Registry System (VAWCRS)

2012 For Implementation

System is already developed.

1.Encoding of Data

2.Exporting

3.Uploading

4.Standard Reference (including user accounts)

5.Download (Forms and Instructions)

6.Report Generation

ONLINE NATIONAL ELECTRONIC INJURY SURVEILLANCE SYSTEM (ONEISS)

Establishes a database registry for the systematic collection, consolidation, analysis, interpretation and dissemination of

injury and injury-related information for epidemiologic studies, policy formulation and development of injury

prevention programs.

oneiss.doh.gov.ph

Version 1.0

INTEGRATED CHRONIC NCD REGISTRY SYSTEM (ICNCDRS)

• An integrated system solution that resulted from assessment of existing chronic non-communicable disease registry systems.

• Captures confirmed and diagnosed cardiovascular diseases, cancers, chronic respiratory diseases, renal diseases, mental health and blindness data.

1. Registry of Cancer Data 2. Registry of COPD Data 3. Registry of Diabetes Data 4. Registry of Stroke Data 5. Registry of Coronary Artery Disease 6. Uploading of Renal Disease Registry 7. Registry of Mental Health 8. Registry of Blindness

chronic.doh.gov.ph

VIOLENCE AGAINST WOMEN AND CHILDREN REGISTRY SYSTEM (VAWCRS)

National registry of women and children who are victims of violence.

Enables health facilities to encode or upload VAWC-related data in order to improve data collection, processing, validation, analysis and dissemination of VAWC-related information.

vawc.doh.gov.ph

PHILIPPINE REGISTRY FOR PERSONS WITH DISABILITIES (PRPWD)

• A national registration and reporting system for specific types of disabilities

• The issuance of unique identification numbers for discounts and other benefits implemented in coordination with the National Council on Disability Affairs.

• Developed mainly to facilitate coordination and networking among stakeholders in the issuance of discounts and other benefits

• Improve efficiency and effectiveness of the work flow processes

uhmis2.doh.gov.ph/pwd_registry

7,615

5,337

4,213

3,490

2,717

1,361 1,328 993

379 267 194 189 47 47 24 17 5 0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000

The Philippine Network for Injury Data Management System

oQuality injury data is needed for efficient and effective planning , development of interventions, implementation and monitoring of programs/projects.

oA multi-sectoral organization, composed of government and non-government agencies or organizations, tasked to establish and maintain a coordinated data management system that links, integrates, or combines injury data from various sources or systems to provide an overall picture of injury cases at the national, regional, and local levels.

PNIDMS

Online National Electronic Injury Surveillance System

(ONEISS)

o The 1987 Constitution – protection and

promotion of the right to health of the Filipinos

o DOH – A.O. No. 2006-0016 on 16 June 2006 established the "National Policy and Strategic Framework on Child Injury Prevention”.

o DOH – A.O. No. 2007-0010 on 19 March 2007 established the more comprehensive "National Policy on Violence and Injury Prevention".

o Establishes a database registry for the systematic collection, consolidation, analysis, interpretation and dissemination of injury and injury-related information for epidemiologic studies, policy formulation and development of injury prevention programs.

o The system records injuries, patterns and factors that may have cause the injury as well as the available services, health status needs and circumstances of the injured person.

o Includes the Aksyon Paputok: Injury Reduction (APIR) reporting system where firecracker-related injury cases are submitted from the period of December 21 to January 05 every year. Period Covered Particulars

Cut-off Time of Reports/ Reporting

December 21, 2014 – January 05, 2015

Firework and firecracker-related injuries and stray bullet incidents

From 6:00 am of the current day to 5:59 am of the following day.

December 21, 2014 – January 21, 2015

Firework and firecracker-related tetanus cases

From 6:00 am of the current day to 5:59 am of the following day from December 21, 2014 to January 05, 2015. No cut-off time from January 06, 2015 onwards.

• ONEISS is a web-based system

• Enables health facilities to encode or upload injury related data (firecracker and non-firecracker related)

• Store data in a centralized and secured location

• Process, consolidate, and transform data to meaningful information.

1. Provide public access to injury-related data or reports.

2. Improve coordination among agencies, offices, institutions and other entities involved in injury prevention.

3. Improve quality of data being reported and help to implement timely interventions.

4. Improve performance of the injury surveillance system by setting standards and facilitate integration of data.

OnlineNational Electronic Injury Surveillance

System

Hospitals

Rural Health Units / Clinics

Other Health

Facilities

National Govt

DOH

Hospitals

RHUs/ Clinics

Other Health

Facilities

Local Govt

Academe

Research Institutions

PNP, DSWD,

DOTC Govt AgenciesInjury Data

Injury Data

Injury Data

IR

IR

IR

IR

IR

IR

IR

IR

IR

Injury Data = Patient Injury Form & KP FormIR = Injury Reports

1. Computer 2. Internet Connection 3. Internet Browser = Google Chrome,

Mozilla Firefox

oneiss.doh.gov.ph

No editing

ONEISS DATA VALIDATION

3/7/2012

NEISS Process flow

3/7/2012

Check for completeness and consistency of entries

•NEISS Form Filling up

Built-in system data entry validation

•ONEISS Encoding

Check for duplicate, completeness and consistency of encoded data

•1st level data cleaning/ validation –ONEISS staff

Final check for duplicate, completeness and consistency of data

•2nd level data cleaning/ validation - EB

ONEISS SYSTEM DATA VALIDATION

EXTERNAL CAUSES OF INJURY • Mauling/ Assault – Systems automatically set injury

intent as “Intentional or Violence” • Transport Vehicle Accident – sub datasets are hidden if

not selected; if selected sub – datasets are displayed • In Transport Accident – if “Non-collision“ is specified

“Vehicles Involved” is disabled

• If patient status is “Dead”, ER disposition or outcome is automatically “Died”

ONEISS SYSTEM DATA VALIDATION • Duplicate records

• The same patient but different demographic profile

Ex. Birthdate

• Missing Entries

- Injury date

- Treatment date

- Age, Sex, Place of Occurrence, Activity, Risk factors

- Demographic Profile: religion, education, occupation

• Spelling / typographical / encoding error

• Accidentally indicated Date of Birth instead of Date of Injury

• Date of Injury in relation to the Date of Treatment

• Time of Injury in relation to the Time of Treatment

(for same date of injury and treatment)

• Informant: “None”

•Age in relation to: •Injury Intent •Civil status •Educational Attainment •Occupation •Position (transport/vehicular accident) •Place of Occurrence •Activity

ONEISS SYSTEM DATA VALIDATION

Injury Intent: Intentional –self inflicted - Age: 3 y.o. Civil Status: Married - Age: 2 y.o. Education: College level/graduate - Age: 10 y.o. Place of Occurrence: “workplace” - Age: < 1 y.o. Position: Pedestrian – Alone - Age: < 1 y.o. • USER ID (Facility) is the same with Transferred/referred from • Use of “Others” when there is available category ex . External cause : “bite” , “others” ticked instead of “bite” External cause : “electrocution” , “others” ticked instead of “burns”

ONEISS SYSTEM DATA VALIDATION

• Type of Patient vs Disposition ER vs disposition/outcome in-patient • For all “ER” patients with data on disposition/outcome in-patient the Disposition ER should not be left blank instead “Admitted “ should be ticked •Type of Patient vs Place of Occurrence Ex. Type of Patient: In-Patient -Place of Occurrence: Work, Road, Home •For transport related injuries: Vehicle vs Position Ex. Vehicle : Motorcycle - Position : Pedestrian •For transport related injuries: Severity vs Outcome Ex. Severity: Minor Injury Outcome: Died

ONEISS SYSTEM DATA VALIDATION

DATA ENTRY CLARIFICATIONS: •External Cause “Fall” includes slipping, sliding, tripping •“Taxi” to be considered under “Others” •“Stabbing” or “Hacking” to be considered under” Contact with sharp objects” of the External Cause • Nature of Injury “Open wound/laceration” includes animal/human bites, punctured wound, stabbed wound, gunshot wound. •“Motorcycle” does not include motorized tribike for children •Avoid generic terms such as “industrial injury” “Sports injury” “Occupational Injury” •If “Others” is ticked , details should be specified

DATA ENTRY CLARIFICATIONS: •External Cause “Burns”

• Heat includes hot liquids (except oil), hot objects, steam, vapor, • Fire (ex. housefire., flames, smoke) • Electricity

•Textbox/ Text Fields Note: Type in the details. Do not simply insert symbols in order to proceed with the next field. • Initial Impression vs Nature of Injury and External Cause Note: Check if the data on NOI and EC are consistent with the Initial Impression.

Republic Act No. 9262 – Anti-Violence against Women and Children Act

Republic Act No. 8353 – Anti-Rape Law of 1997

Republic Act No. 7877 – Anti-Sexual Harassment Act

Republic Act No. 7610 – Special Protection of Children against Child Abuse, Exploitation and Discrimination Act

Republic Act No. 9710 – Magna Carta for Women

Department of Health - Administrative Order No. 2006-0016 on 16 June 2006 established the "National Policy and Strategic Framework on Child Injury Prevention”.

Department of Health - Administrative Order No. 1-B, s. 1997 or “Establishment of a Women and Children Protection Unit in All DOH Hospitals”

Department of Health - Administrative Order 2013-0011-Revised Policy on the Establishment of Women and Their Children Protection Units (WCPUs) in All Government Hospitals

o National registry of women and children who are victims of violence

o Enables health facilities to encode or upload VAWC-related data in order to improve data collection, processing, validation, analysis and dissemination of VAWC-related information.

The Violence Against Women and Children Registry System (VAWCRS) is a web based system which enables health facilities to encode or upload VAWC related data. The system improves data collection, processing, validation, analysis and dissemination of information regarding violence.

Provide public access to VAWC-related data or reports.

Improve coordination among agencies, offices, institutions, and other entities involved in prevention.

Improve quality of data being reported and help to implement timely interventions.

Improve performance of the VAWC surveillance system by setting standards and facilitate integration of data.

Procedure for

Reporting VAWC Cases

1

• Emergency Room

• Physician/ Nurse will fill-up the Patient Injury Form.

• The report will then be encoded in the Online National Electronic Injury Surveillance System(ONEISS).

2

Women and Children Protection Unit(WCPU)

• Patient will be transferred to the Women and Children Protection Unit(WCPU) of the hospital.

• The WCPU will conduct the interview and fill-up the VAWC Registry Form.

• The report will then be encoded in the Violence Against Women and Children Registry System(VAWCRS).

Women and Children Protection Unit(WCPU)

• Patient will be transferred to the Women and Children Protection Unit(WCPU) of the hospital.

• The WCPU will conduct the interview and fill-up the VAWC Registry Form.

• The report will then be encoded in the Violence Against Women and Children Registry System(VAWCRS).

Out-Patient Department •Note: In other cases, patient

directly proceed to the WCPU of hospitals.

WOMEN AND CHILDREN PROTECTION UNIT(WCPU)

• Patient will be transferred to the Women and Children Protection Unit(WCPU) of the hospital.

• The WCPU will conduct the interview and fill-up the VAWC Registry Form.

• The report will then be encoded in the Violence Against Women and Children Registry System(VAWCRS).

REFERRAL

LOGIN PAGE

http://vawc.doh.gov.ph/login.php

HOMEPAGE

USER MENU

VAWC Cases

REPORTS

DOWNLOAD

•VAWC REGISTRY FORM •SERVICE REQUEST FORM •INCIDENT REPORT FORM

VIOLENCE AGAINST WOMEN AND

CHILDREN REGISTRY FORM

SERVICE

REQUEST FORM

INCIDENT REPORT

FORM

LOGOUT

SEARCH FUNCTION

REQUIRED FIELDS

EXPORT

REPORTS

DOWNLOAD

•VAWC REGISTRY FORM •SERVICE REQUEST FORM •INCIDENT REPORT FORM

VIOLENCE AGAINST WOMEN AND

CHILDREN REGISTRY FORM

SERVICE

REQUEST FORM

INCIDENT REPORT

FORM

LOGOUT

SEARCH FUNCTION

REQUIRED FIELDS

DROP-DOWN LIST

EXPORT

MASKING

PHILIPPINE REGISTRY FOR PERSONS WITH DISABILITIES

(PRPWD)

o REPUBLIC ACT NO. 7277

An act providing for the Rehabilitation, Self-

Development and Self-Reliance of Disabled persons

and their Integration into the Mainstream of Society

and for Other Purposes,” and otherwise known as

“The Magna Carta for Disabled Persons”

o REPUBLIC ACT NO. 9442

An act amending Republic Act No. 7277, otherwise

known as the “Magna Carta for Disabled Persons, and

for Other Purposes.”

LEGAL BASIS

DEPARTMENT OF HEALTH – ADMINISTRATIVE

ORDER NO. 2006-0003

“Strategic Framework and Operational Guidelines for

the Implementation of Health Programs for Persons

with Disabilities (PWDs).”

DEPARTMENT OF HEALTH – ADMINISTRATIVE

ORDER NO. 2009-0011

“Guidelines to Implement the Provisions of RA 7277,

otherwise known as the ‘Magna Carta for Disabled

Persons and for Other Persons,’ for the provision of

medical and related discounts and special privileges.”

NATIONAL COUNCIL ON DISABILITY AFFAIRS –

ADMINISTRATIVE ORDER NO. 001

“Guidelines on the issuance of identification card relative

to RA 9442”

NATIONAL COUNCIL ON DISABILITY AFFAIRS –

ADMINISTRATIVE ORDER NO. 003

“Guidelines for the computerization of the issuance of

PWD ID cards for the 20% discount pursuant to RA

9442 thru the DOH website for the establishment of

disability integrated data system.”

o A national registration and reporting system for

specific types of disabilities and the issuance of

unique identification numbers for discounts and other

benefits implemented in coordination with the National

Council on Disability Affairs.

o Developed mainly to facilitate coordination and

networking among stakeholders in the issuance of

discounts and other benefits; improve efficiency and

effectiveness of the work flow processes; and facilitate

integration and sharing of data.

SYSTEM OVERVIEW

SYSTEM DESCRIPTION

The Philippine Registry for Persons with

Disabilities System is an online system for the

registration of Persons with Disabilities and the

issuance of unique identification numbers for

discounts and other benefits.

It supports RA 7277 and RA 9442 – Magna

Carta for Disabled Persons.

• Facilitate coordination and networking among stakeholders in the issuance of discounts and other benefits

• Improve efficiency and effectiveness of the work flow processes

• Facilitate integration and sharing of data

SYSTEM OBJECTIVES

1. National Council on Disability Affairs (NCDA)

2. Department of Health (DOH)

3. Department of the Interior and Local Government (DILG)

4. Department of Social Welfare and Development (DSWD)

5. Department of Education (DepEd)

6. Government Service Insurance System (GSIS)

7. Social Security System (SSS)

8. Department of Labor and Employment (DOLE)

9. Private Organizations (POs)

10. Non-Governmental Organizations (NGOs)

PRPWD

DOH Central Office

DOH Regional Offices

DOH Attached Agencies

NCDA

LGUs

Academe

Health Facilities

Akap Pinoy & NGOs

DSWD, DepED, Labor and Agency Data Beneficiaries

PWDs

Barangays

Local Social Welfare

Office

Office of the Mayors

NCDA

CONCEPTUAL DIAGRAM

1.0 Online Registration

2 1”X1” pictures

1 valid ID Medical Certificate

or School Assessment or Certificate of Disability

Check and/or Verify

Issue PWD ID

PROCESS FLOW (ONLINE)

City/Municipal Mayor or Barangay Captain or City/Municipal Social Welfare Development Office

2.0 Submit Requirements

Applicant

Applicant

2.0 Attach form with requirements

1.0 Fill-up PWD Registration Form

Encode, check and/or verify

Issue PWD ID

3.0 Submit

PROCESS FLOW (MANUAL)

2 1”X1” pictures

1 valid ID Medical Certificate

or School Assessment or Certificate of Disability

City/Municipal Mayor or Barangay Captain or City/Municipal Social Welfare Development Office

HEADER

HOMEPAGE

VERIFICATION

DOWNLOADS

LOG-IN

PWD will click this

button to use the

online registration.

All data elements with * are required

fields.

A PWD will also

have an account

where he/ she can

edit his/ her

personal

information.

R.A. 9442

VERIFICATION

Account Verification PWD ID Verification

ACCOUNT VERIFICATION

PWD ID VERIFICATION

REGISTRATION

Walk-In Registration Online Registration Retrieve Online Registration

REPORTS

Number Of Pwds Per Disability

Number Of Pwds Per Gender

DOWNLOADS

Incident Report Form PWD Form Service Request Form

CHANGE PASSWORD

LOGOUT

Philippine Network for Injury Data Management System

(PNIDMS)

o The commitment of the Philippine Government to injury and violence prevention is embodied in its 1987 constitution, which mandates the protection and promotion of the right to health of the people and endeavors to make essential goods, health, and other social services available to all people at an affordable cost.

o Department of Health - Administrative Order No. 2006-0016 on 16 June 2006 established the "National Policy and Strategic Framework on Child Injury Prevention”.

o Department of Health - Administrative Order No. 2007-0010 on 19 March 2007 established the more comprehensive "National Policy on Violence and Injury Prevention".

o Department of Health – Department Order No. 2011-0047 on 7 February 2011 created the Philippine Network for Injury Data Management System.

o Quality injury data is needed for efficient and effective planning , development of interventions, implementation and monitoring of programs/projects.

o An integrated injury database and analysis

system for the country has to be established to serve as the principal source of quality information.

A multi-sectoral organization, composed of government and non-government agencies or organizations, tasked to establish and maintain a coordinated data management system that links, integrates, or combines injury data from various sources or systems to provide an overall picture of injury cases at the national, regional, and local levels.

1. Bureau of Fire Protection 2. Commission on Higher Education 3. Department of Social Welfare and

Development 4. Department of Education 5. Department of Health 6. Department of Labor and Employment 7. Department of Public Works and Highways 8. Department of Transportation and

Communications 9. Headquarters Highway Patrol Group –

Philippine National Police

10.Land Transportations Office 11.Metropolitan Manila Development Authority 12.National Bureau of Investigation 13.National Statistics Office 14.Philippine Commission on Women 15.Philippine Health Insurance Corporation 16.Philippine Insurers and Reinsurers

Association 17.Safe Kids Philippines 18.United Nations Children’s Fund 19.U.P. - National Center for Transportation

Studies 20.World Health Organization

o Improve quality of reporting – Minimize/eliminate under/over reporting and/or duplication of reports, and provide comprehensive reporting

o Facilitate data integration and sharing o Optimize use of resources in terms of

development and maintenance

NSO

Hospital

Hospital PNP DPWH / MMDA DOLE PNP BFP

NBI HMOs Barangays Possible Sources

Philippine Network for Injury Data Management System

KP Firecracker Data Details ONEISS

Hospital/ Medical Data

Details

TARAS / MMARAS

Road Accident

Data Details

WORK Work

Data Details

VIOLENCE Violence

Data Details

FIRE Burn

Data Details

VITAL STATISTICS

Death Records

NBI Crime Data

Details

INSURANCE Insurance

Data Details

COMMUNITY Injury Data

Details

OTHERS Injury Data

Details

CHED DSWD

CHED Injury Data

Details

DSWD Injury Data

Details

Integrated Chronic Non-Communicable Diseases

Registry System (ICNCDRS)

o Department of Health - Administrative Order No. 2011-0003 on 14 April 2011 established the "National Policy on Strengthening the Prevention and Control of Chronic Lifestyle-Related Non-Communicable Diseases”.

Cancer Registry

o Republic Act 4921 - An act extending the scope of the cancer detection and diagnostic center of the Dr. Jose R. Reyes Memorial Hospital to include also cancer treatment and research, and appropriating funds therefore.

o Department of Health Administrative Order No. 89-A s. 1990 - The Philippine Cancer Control Program

o Department of Health – Administrative Order No. 19 s. 1987- transferring the functions of the Cancer Control Center to the Jose Reyes Memorial Medical Center and to the Non Communicable Disease Control Service under the Office for Public Health Services

o Department of Health – Administrative Order No. 188 s. 1973 or “Authority and Functions of the National Cancer Control Center of the DOH”

Diabetes Registry

o Republic Act 8191 - An act prescribing measures for the prevention and control of diabetes mellitus in the Philippines, providing for the creation of a national commission on diabetes, appropriating funds therefore and for other purposes.

o Department of Health – Administrative Order No. 16-A s. 1995 or “The Diabetes Mellitus Prevention and Control Program in the Philippines”

Renal Disease Registry

o Department of Health – Administrative Order No. 2009-0012 or “Guidelines Institutionalizing and Strengthening the Philippine Renal Disease Registry under the DOH”

o Department of Health – Department Memorandum No. 2008-0204 or “Collection and Submission of Philippine Renal Disease Registry Forms”

The Integrated Chronic Non-Communicable Disease Registry System software was developed as a result from the Department of Health’s efforts to assess the existing disease registries in attempts to provide policy makers and program managers with essential data.

Through ICNCDRS, policy makers and

program managers will have access and linkage to these registry systems where they can gather/ collect meaningful information which can be very useful in making sound and solid decision for public health care.

o An online reporting of cancer, diabetes, COPD, stroke, blindness, mental and CAD data from health facilities, and includes the uploading of data from the Philippine Renal Disease Registry System.

o One important feature of the system is the centralized issuance of patient identification code or number for better analysis of the risk factors and program interventions to be done by the DOH.

1. Provide accurate, complete and timely reporting of disease related data for decision making and for developing program interventions.

2. Improve the collection, processing and generation of statistical reports for decision making, program management and monitoring.

3. Achieve integration of chronic non-communicable disease data from different sources.

4. Strengthen coordination, communication, collaboration among the different health facilities and the DOH through the reporting system.

5. Provide an effective and efficient tool for monitoring disease related data or information.

1. Registry of Cancer Data 2. Registry of COPD Data 3. Registry of Diabetes Data 4. Registry of Stroke Data 5. Registry of Blindness 6. Registry of Coronary Artery Disease 7. Registry of Mental Health 8. Uploading of Renal Disease Registry

ICNCDRS

CANCER Registry

DIABETES Registry

STROKE Registry

COPD Registry

CAD Registry

BLINDNESS Registry

RENAL DISEASE Uploading

Philippine Cancer Society

Government and Private Clinic and

Hospitals

Philippine Renal Disease Registry

System

Health Facilities

Government Agencies

Private Offices

Other Stakeholders

1. Computer 2. Internet Connection 3. Browser = Google Chrome, Mozilla Firefox

SIGNING OF THE PLEDGE OF COMMITMENT

I, _____________, of __________, hereby pledge to provide my full support on the implementation of the Unified Disease Registry Systems. I recognize the importance and the need to submit complete, timely and accurate reportable cases of chronic non-communicable diseases, injuries, violence, and disabilities to successfully establish and implement a Non-communicable Disease Registry nationwide.

On account of this, I acknowledge that I am in unison in strengthening the prevention and control of chronic lifestyle-related non-communicable diseases as crucial approach of the attainment of the better health outcomes in the country.

I hereby pledge to do my responsibility to submit reportable cases of chronic non-communicable diseases, and I resolve to make this undertaking as one of my highest priorities.

Through this contribution, I endeavor to be part of a strong foundation in establishing and implementing effective policies and regulations for the wellness of all Filipinos in support of Kalusugan Pangkalahatan in the pursuit of attaining universal health care of all Filipinos.

0916-306-5985(globe)

UDRS Official Website LIVE SITE TRAINING SITE

ONEISS Online National

Electronic Injury Surveillance System

oneiss.doh.gov.ph uhmistrn.doh.gov.ph/oneiss

VAWCRS Violence Against Women

and Children Registry System

- uhmistrn.doh.gov.ph/vawcrs

PRPWD Philippine Registry for

Persons with Disabilities

uhmis2.doh.gov.ph/pwd_registry

uhmistrn.doh.gov.ph/pwd_registr

y

iPNIDMS Integrated Philippine

Network for Injury Data Management System

pnidms.doh.gov.ph/ipnidms uhmistrn.doh.gov.ph/pnidms

ICNCDRS Integrated Chronic Non-Communicable Diseases

Registry System

chronic.doh.gov.ph uhmistrn.doh.gov.ph/icndrs

THANK YOU!