D (ina) N(a) S(inasagot): Invitation for IDTOMIS Administrators and Users

Saturday, July 19, 2008

Invitation for IDTOMIS Administrators and Users

Welcome ... Let this site serves as the guide for the implementation of IDTOMIS. Comments and suggestions are very welcome here. Our stakeholders, Drugtest laboratories/Centers are also invited to visit this site.

For the implementors we welcome your suggestions and comments....

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IMPLEMENTATION PROCEDURES

IMPLEMENTATION PROCEDURES
OF THE
INTEGRATED DRUG TESTING OPERATIONS AND MANAGEMENT INFORMATION SYSTEM
FOR
DRUG TEST LABORATORIES

Office for Special Concern
Bureau of Health Facilities Service
Information Management Service
Department of Health

I. Accreditation of Drug Testing Laboratories (DTLs)

A. Online Application for Accreditation

1. Applications for initial and renewal of accreditation for DTLs may be filed through any of the following means:

a Online Facility using the Web-based Accreditation Facility of IDTOMIS, with website address http://www.idtomis.doh.gov.ph/idtomis.

b Over-the-counter filling up and submission of applications thru the Center for Health Facility Development (CHD) or Bureau of Health Facilities and Services (BHFS).

2. Applicant for initial accreditation using the online facility shall register first as a new user and provide a User Identification or Name.

Note: This is a one-time procedure only.

3. The IDTOMIS shall confirm receipt of registration via email/SMS together with the system-generated Password of the applicant.

4. Applicant for renewal of accreditation shall use his/her assigned User Identification and Password provided during the registration process to login to the IDTOMIS website.

5. Applicants for initial and renewal of accreditation shall:

a Fill up the Application Form and Checklist.

b Certify that the information provided are complete and true.

c Make available all documentary requirements during inspection.

d Abide by the terms and conditions for the use of IDTOMIS. Refer to DDB Board Reg. No. 8 series 2007 (Sections 6 and 7) for the list of required documentary requirements.

e Provide necessary information on personnel and equipment.

f Submit the form.

6. The IDTOMIS shall confirm receipt of application for accreditation via email and/or SMS.

7. The Order of Payment shall be printed for reference and presented during payment.

B. Payment of Fees

1. For online application, print the Order of Payment (OP) provided by the IDTOMIS. The Order of Payment includes the following information:

a Application No.
b Name and Address of DTL/DATRC
c Reference No.
d Amount to be paid
e Type of Charges/Fee to be paid
f Date of transaction
g DOH Account No.
h Account Name
i Validity period of the Order of Payment

2. The applicant shall pay the required fees to the DOH Central Office using one of the following payment options:

Postal Money Order (addressed to the Bureau of Health Facilities and Services, Department of Health)
Over the counter - DOH Central Office Cashier
Over the counter - any accredited bank authorized by the DOH

Note: Future payment options may include online payment (Bancnet), Globe Gcash, Bayad Centers and other payment facilities

3. For over the counter payment deposits thru DOH authorized banks, only cash payments shall be accepted and the applicant shall:

a. Go to the nearest preferred DOH authorized bank.
b. Fill up the bank’s deposit slip by copying the Account No., Account Name and Amount to be paid from the OP.
c. Present the Order of Payment together with the filled-up bank deposit slip to the teller.
d. Retain the client’s copy of the OP and machine validated bank deposit slip as proof of payment.

4. Payments made thru banks are posted to the IDTOMIS the following banking day. Notification shall be done the following banking day.

5. Payment shall be made within the validity period stated in the Order of Payment. For lapsed validity of OP, applicant may login to the IDTOMIS website and generate another OP with a new validity period.

6. The IDTOMIS shall confirm receipt of payment via email and/or SMS.

C. Onsite Inspection/Survey

After payments are posted to the IDTOMIS, activities are as follows:

1. The BHFS shall notify the applicant via email, fax or SMS the scheduled date of inspection.

2. The applicant shall ensure that all requirements are available during inspection.

3. The BHFS/CHD regulatory officers shall conduct onsite inspection/survey to determine compliance of the DTLs with the standards and technical requirements.

4. BHFS/CHD regulatory officers shall provide the applicant a copy of the inspection report.

5. The IDTOMIS shall provide status of the accreditation application via email and/or SMS.

D. Approval of Accreditation for DTL

Upon approval of initial accreditation and prior to the issuance of Certificate of Accreditation (COA), the DTL shall require their analysts to go to the DOH Central Office or nearest CHD office for biographic and biometric capture of fingerprints and related data into the IDTOMIS (please refer to guidelines on Registration of Biometric ID for Laboratory Analysts). Authorized personnel are as follows:

a. Designated Laboratory Analyst
b. Relievers for screening laboratory
c. Designated chemist/relievers for confirmatory laboratory

E. Registration of Biometric ID of Laboratory Analysts

For the initial implementation of the IDTOMIS, all old or new DTL analysts and relievers shall be required to register their biometric ID (fingerprint) prior to the release of the COA.

1. Analysts/relievers must bring to BHFS/CHD:
a PRC ID/PRC claim stub (original), and
b. NRL Training Certificate (Xerox copy)

2. BHFS/CHD shall scan the analyst’s ten (10) fingerprints and encode the analyst’s data in the system.

3. Finger/s can be skipped in capturing the biometric data in exceptional cases. These cases can be attributed to amputated or injured finger/s. Reason/s for such case shall be recorded in IDTOMIS.

F. Request for Relievers and its Approval

A reliever is a DOH NRL trained analyst who shall perform temporarily the functions of the designated full-time Laboratory Analyst in case the latter is absent. Policies and guidelines are as follows:

1. Data on relievers are reflected in the list of personnel submitted by the owner of the DTL during application for accreditation.

2. Reliever must register his/her biometric ID (please refer to guidelines on registration of biometric ID for laboratory analysts).

3. A reliever can be affiliated in two (2) or more DTLs provided actual duty shall not overlap with more than one DTL for the same period.

4. The DTL shall immediately request the BHFS through a letter duly signed by the Owner/Head of Laboratory to activate the reliever’s account in the requesting DTL. The period should be indicated in the letter that a reliever shall take the place of the Laboratory Analyst.

5. Request may be made before the actual leave or absence of the Laboratory Analyst.

6. The BHFS evaluates the request and enters in the IDTOMIS the approved number of allowable days for the reliever to operate.

7. The Owner of the DTL shall inform the BHFS in writing the date the designated Laboratory Analyst reports back to duty.

II. Information and Communication Technology (ICT)Requirements

DTLs shall comply with the Information and Communication Technology specifications needed to operationalize the IDTOMIS. Minimum requirements are as follows:

1. Computer
- 1.5 GHz processor
- 384 Mb System Memory (RAM)
- 16 bit color video card
- 20 Gb FREE Hard disk space
- CD/DVD – Drive
- Monitor
- keyboard and mouse
- with at least two (2) USB ports available
- Windows XP operating system (with service pack 2) (recommended
Version for operating system)

2. Webcam - minimum of 1.3 MegaPixel (100% Windows XP compliant driver)

3. Fingerprint Biometric Scanning Device supported by MegaMatcher biometric software

4. MegaMatcher Client License

5. Inkjet or laser jet printer

6. Internet Service Provider (ISP) Connection with a minimum of 128 Kbps CIR

III. Drug Test Laboratory Operations

A. Web-Based Request for Validation of Drug Test Kits (DTKs)

Use IDTOMIS to register or input drug test clients and generate drug test results.

DTLs can access the online request for validation of DTKs to facilitate the scheduling and validating processes.

1. Prior to the operation of IDTOMIS, the DTLs shall have their DTKs validated.

2. For the initial implementation of IDTOMIS, all DTLs shall go to the CHDs to have their DTKs on hand inventoried and their existing balance forwarded to the IDTOMIS DTK file maintenance.

3. For routine validation of DTKs, the Head of Laboratory or Laboratory Analyst shall accomplish the online request for scheduling the validation of DTKs thru the IDTOMIS website

4. The CHD personnel shall confirm the scheduled date of DTK validation.

5. DTLs shall go to the CHDs on the confirmed schedule. Only DTLs with confirmed schedules shall be accommodated by the CHDs.

6. CHDs shall validate the DTKs and enter the number of DTKs validated in the IDTOMIS website.

7. DTLs shall be able to retrieve the validated DTKs in the Drug Testing Operations Module.

8. For succeeding DTK validations, DTLs shall submit one copy of the DTR together with the used DTKs to the CHDs. Otherwise, CHDs will not validate newly procured DTKs.

B. Verification and Registration of Clients for Drug Testing

There are three (3) levels of verification to confirm the identity of clients before a drug test can be performed. These are as follows:

1. Presentation of Valid Identification Cards: Drug test clients mentioned under Section 36, Article III, RA 9165, except paragraph (f) shall be required to present at least one valid ID with photo and signature. Valid IDs shall include the following:

· GSIS/SSS ID
· Postal ID
· Passport
· Driver’s License
· Student or Company ID (must be current)
· PRC License (must not be expired)
· Voter’s ID (with photo)
· Senior Citizen’s Card
· Barangay Certification as to the identity of the client (in the absence of any of the above-mentioned IDs)

2. Use of Biometrics: Drug test clients mentioned under Section 36, Article III, RA 9165, shall be verified and registered using biometrics in the IDTOMIS.

a. The client’s ten (10) fingerprints shall be scanned and registered in the system.

b. Finger/s can be skipped in capturing the biometric data in exceptional cases like analysts having amputated or injured finger/s. Reason/s for such case shall be recorded in IDTOMIS.

3. The client’s photo and other biographic data shall be recorded in the system.

C. Resolving Duplicate Biometric Records

1. The IDTOMIS can detect duplicate fingerprints with different names. In such case, the following procedures shall be done:

a. DTLs shall carefully verify the identity of the client through the presentation of valid IDs and comparison with the picture in the IDTOMIS.

b. Only when the IDs and picture confirm the identity of the client shall the drug testing be allowed by the DTLs.

D. Generation and Use of Drug Test Results (DTR)

1. Laboratory analyst shall be required to scan his/her finger each time a result is to be entered in IDTOMIS.

2. DTLs shall generate the Drug Test Results on the following conditions:

a. Drug test result of screened applicant is NEGATIVE.
b. Final drug test report based on the result of the confirmatory examination.
c. Reprinting of drug test result based on client’s request.

C. Sending of Screening Positive Result to Confirmatory DTLs

1. Once the analyst entered a screening positive result, the system shall require a Confirmatory DTL be selected where the specimen shall be confirmed.

2. DTLs are required to send the specimen for confirmation only in DOH accredited Confirmatory Laboratories.

D. Web-based Application for Permit for Remote Collection

1. An online application for Permit for Remote Collection is available for DTLs. Application shall be made at least seven (7) working days prior to the schedule. For the conduct of Remote Collection of Drug Testing Specimen, please refer to Bureau Circular No. 9, series of 2004.

2. DTL shall get a certification from the CHD that the requesting DTL is not more than 100 km away from the area/site where it will conduct remote collection of specimen.

3. Payment for the Permit for Remote Collection can be made directly to DOH Cashier or thru DOH-accredited bank/s.

4. A separate IDTOMIS Permit for Remote Collection Module shall be used during the remote collection.

E. Remote Collection Procedure

1. An approved Permit for Remote Collection is required for DTLs which intends to conduct remote collection activity (Please refer to Web-based application for Permit for Remote Collection).

2. DTLs shall be required to bring computer/laptop in the remote collection site. This is to enable the capture of the drug test client’s information, picture and biometric data.

3. Specimen collection shall be conducted in the remote collection site within the allowable period stated in the permit which is two (2) weeks from the date of issuance.

4. Actual drug testing, data entry and printing of result shall be done in the Drug Testing Laboratory.

F. Onsite Inspection/Survey

After payments are posted to the IDTOMIS, activities are as follows:

1. The BHFS shall notify the applicant via email, fax or SMS the scheduled date of inspection.

2. The BHFS/CHD regulatory officers shall conduct onsite surveys and inspections to determine compliance of the DTLs with the standards and technical requirements.

3. Regulatory Officers shall use their Personal Digital Assistants (PDAs) in entering their inspection findings or results to the IDTOMIS website.

4. CHD Inspection findings shall be recommendatory. BHFS Director has the final decision.

Saturday, July 19, 2008

Invitation for IDTOMIS Administrators and Users

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LINKS

An Invitation

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iDTOMIS IT Requirements

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IMPLEMENTATION PROCEDURES

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Saturday, July 19, 2008

Invitation for IDTOMIS Administrators and Users

No comments:

Thank you for the visit, You are Visitor No.:

Chat Here....

LINKS

An Invitation

What is the IDTOMIS website address?

iDTOMIS IT Requirements

Sending Username

Unable to connect to any MySQL host

Contributors

Subscribe To

Blog Archive

My Blog List

IMPLEMENTATION PROCEDURES

Copyright