Title: Using the provider registry
Course: RHEA Provider Registry > Section: Using the Provider Registry

Login Page

The provider registry data is sensitive information.

Not everyone should be able to access or edit the data.

Access to the provider registry is resitricted, and you need a user account to login.

Main Menu

Once you are logged into the Provider Registry, you will be taken to the main page

There are three main parts to this page:

1. The black navigation bar at the top of the page
2. The "Quick Search" box
3. The action links at the bottom of the page

Main Menu Navigation Bar

The black navigation bar at the top of the page lets you quickly access the main features of the provider registry.

The white link shows which page you are currenty on.  In this case we are at the "Home" page.

Clicking on the links with the download pointing triangle opens up a drop-down menu with more options.

If you click on the link again the drop down menu will disappear.

The first drop down menu will contain a link to all of the other parts of the Rwanda Health Information System.

Main Menu -- About

The second drop down menu will contain links containing more specific information about the Provider Registry:

- Link to the Ministry of Health
- A link to this training material
- A link to project details about the project registry including documentation and source code
- A link to the web services Application Programing Interface (API)

Main Menu -- Configuration

The thrid drop down menu contains links to user and configuration options:

- Logout of the system
- Change your password
- Administer the database
- Configure the Provider Registry
- Choose lanaguage

Search By Name

The second part of the home page is the "Quick Seach" box.

You can search either by the Anglo/French Name of the National ID.

Let us seach for somone named Gilbert

- Type in Gilbert to the seach box
- Click the blue search button to the right of where you entered the name

Search By Name -- Results

Once you have click the Search button, you will get a list of all of the providers whose Anglo/French name contains "Gilbert"

You will see here their National ID, the type of provider they are, the facility they are working in as well as other information.

The system administrator can easily change what data fields are displayed here.

You can click on any of the listed providers in blue to see more detailed infomation.

In the first record, for Gilbert NTAGANDA, we do not have a facilty listed.  This is a potential data quality issue.

View Individual Record

Clicking on one of the providers shows their detailed record.

This record is broken up into two parts.

The first part contains personal information, such as their name, National ID, nationality.

The second part contains information about the providers postings.  A provider can have multiple posting.

Each post contains information such as

- The health facility that they are working at
- The type of provider they are at this post

Edit Individual Record

Sometimes there will be a mistake or an update to the personal information on a provider.

You can edit the provider's personal information by clicking the "Edit" drop down menu.

Now if you click on "Update this information" you will be taken to a page which you can edit this personal information.

You can do the same for the Post.

Seach By National ID

Click on "Home" to return to the main screen.

We now will look at searching by a national ID.

- Enter a National ID you wish to seach for under "Search for National ID"
- Click the blue search button next to the "Search for Naitonal ID"

Search for National ID -- Results

In our example, a provider with the National ID we search on does not exist in the system, and an error message is displayed.

From here we can do to three things:

1. We can modify our search by changing the "Search Fields" on the right hand side.   This is a good time to double-check that you entered in the correct National ID
2. You can change your search entirely.  For example, the provider may already be in the system but there is a mistake in their national ID.  To make sure this is not the case, you should try to search by name.
3. If we have verified that there is no mistake in their National ID, and that a person with this name does not exist already in the system, we have the option to Create a Provider using the data we searched on by clicking the "Create" button

Add or Update a Provider

You can access the "Add/Update" provider from:

- The Seach page if no results were found
- From the action links at the bottom of the home page
- From "Edit" and "Update this information" link on the provider's record page

We need to enter all the provider information.

Fields marked with a * are required fields -- the system will not let you proceed unless you have entered in this information.

Add Provider's Residence

One of the non-required fields for a provider is their residence.

If you click the "Select Value" link under residence, a menu will open up to help you choose their residence.

At first only Rwanda is shown with a right-pointing triangle.

If you click on the triangle, it will open up a sub-menu with all the provinces.

Each province will also have a right-pointing arrow which you can click.

You can select any of the underlined links as the person's residence.

You should select as detailed information as you can.

Confirm Provider Details

Once you have finished entering in all of the provider's details, you shoud click the blue "Confirm" button.

You will be taken to a page where you can check that all of the information you entered is correct.

If the information is not correct you should click the "Edit" button which will return you to the "Add/Update Provider" screen for you to make changes.

If the information is correct, you should click the blue "Save" button to save the provider's details to the system.

This will then take you to the record view for the newly created provider.

Saved Record

Now that we have created a new provider, we see a view of their detailed record.

However, we have not indicated where they are working, so we need to create a posting for this provider.

To create a  post click the blue "Add Posting" link.

Add Posting

Once we have clicked the "Add Posting" link, we will be take to the page to enter in the provider's posting details.

Add Post -- Facility

You see that the Facility and Location data fields have the "Select Value" link under them that you saw for the residence when creating the provider.

Instead of the clicking the "Select Value" link, you can start typing the facility name into the white box under facility.

This will bring up a list of all the facilities containing what you have typed.  In the example below we have typed "M"

You can use the mouse or the up adnd down arrow keys to select the facility you want.

Main Menu -- Action Links

Click on the "Home" link in the navigation bar.

At the bottom of the page, you will see two action links:

- Add A Provider
- View Reports

We have already seen what "Add a Provider" does when we created a new provider from the search page.

View Reports

Clicking on the "View Reports" link will show you the avaiable reports to the system.

The available reports, the data displayed, and their fields can be customized by the system administrator.

Provider List Report

The provider list report is a succint report contain a list of all providers and their postings.

On the right hand side, we can choose to show only providers with postings at a specific facility.

On the right had side we also see two related reports.

Provider By Facility

In the "Provider by Facility" report we see a chart of all providers by the facility that they are working at.

You will notice that there are 4773 providers whose facility is "Other" or unknown.  This highlights a data quality issue that should be investigated.

Providers by Type

The Providers by Type report shows the type of providers in the system.

In this example, we have not yet added the Community Health Workers, so they are absent from this graph.

However, we do have another data quality issue.  There are 88 providers whose type is unknown.