User Help Guide

Hospital Cadre Data Collection System - Ministry of Health, Sri Lanka

Getting Started Registration Login Data Entry Historical Data Video Tutorial FAQ

Getting Started

Welcome to the Hospital Cadre Data Collection System. This system helps healthcare institutions across Sri Lanka submit and manage cadre (staffing) data for the Ministry of Health.

System Purpose:
Collect, aggregate, and analyze health human resource data from hospitals and health institutions across all provinces.

System Requirements

  • Browser: Chrome, Firefox, Safari, or Edge (latest versions)
  • Internet Connection: Stable internet required
  • Email: Valid email address for registration and OTP
  • Device: Desktop, laptop, tablet, or mobile phone

Registration Process

First-time users must register with their institution details.

Step-by-Step Registration:

  1. Access the System: Navigate to the login page
  2. Click "Register": Find and click the registration button
  3. Fill Institution Details:
    • Your Name
    • Contact Phone Number
    • Email Address
    • Province
    • District (auto-loads based on province)
    • Administrative Category (e.g., MOH, DH, Provincial Hospital)
    • Institution Type
    • Institution Name (searchable dropdown)
  4. Submit Registration: Click the "Register" button
  5. Check Your Email: You'll receive a 6-digit OTP code
  6. Enter OTP: Input the code within 15 minutes
  7. Success: You're now registered and logged in!
Important:
- Use your official institution email address
- OTP codes expire after 15 minutes
- One registration per institution

Login Process

The system uses email-based OTP authentication (no passwords).

How to Login:

  1. Enter Your Email: Type your registered email address
  2. Request OTP: Click "Send OTP"
  3. Check Email: Find the 6-digit code in your inbox
  4. Enter OTP: Input the code in the verification field
  5. Auto-Login: Enable "Remember me" for 30-day auto-login
Tip: If you forgot your email, use the "Find your email" feature by selecting your institution details.

Data Entry Guide

Submit cadre data for both regular staff and consultants.

Cadre Details Tab:

  1. Institution Information: Pre-filled from your registration
  2. Contact Details: Contact person and phone number
  3. Cadre Table: For each designation, enter:
    • Last Approved: Officially approved positions
    • In Position: Currently filled positions
    • Requirement: TOTAL requirement irrespective of current availability
    • On Leave > 1 Year: Staff on long-term leave
    • Active in Position: Auto-calculated (In Position - On Leave)
    • Justification: Optional notes

Consultants Details Tab:

Similar to Cadre Details but for consultant positions (Physicians, Surgeons, Paediatricians, etc.)

Auto-Save: Your data is automatically saved as you type (check the "Draft saved" message).

Submitting Your Data:

  1. Review all entries for accuracy
  2. Click "Submit Cadre Data" button
  3. Verify the summary in the popup modal
  4. Click "Confirm & Submit"
  5. View/download your submission report
Note: Submitting new data will replace your previous submission. The old data is preserved for historical tracking.

Historical Data Tracking

View and compare data from previous submissions.

Accessing Historical Data:

  1. Navigate to Summary Pages: Go to Executive Summary or drill-down pages
  2. Find the Date Filter: Look for the "Historical Data Filter" panel
  3. Select View Mode:
    • Current Data: Latest submissions from all institutions
    • Historical Data: Data as it was on a specific past date
  4. Choose Date: Select the date you want to view
  5. Apply Filter: Click "Apply Filter" to load historical data

Available on These Pages:

  • Executive Summary (Cadre)
  • Consultants Summary
  • Drill-down Details
  • Institute-wise Details
Version Tracking: Every submission creates a new version. You can view data as it existed on any past date.

Video Tutorial

Watch our comprehensive video tutorial for a visual walkthrough of the system.

Video Tutorial Coming Soon

A detailed video guide covering registration, data entry, and system features will be available here.

Topics Covered:
- System overview and navigation
- Registration and login process
- Filling out cadre and consultant forms
- Viewing executive summaries
- Using the historical data filter

Frequently Asked Questions (FAQ)

Q1: What if I forget my registered email?

A: Use the "Find your email" feature on the login page. Select your institution details (Province, District, Administrative Category, Institution Type, and Institution Name) to retrieve your registered email.

Q2: Can I edit my submission after submitting?

A: Yes! When you log in again, your previous submission will be loaded into the form. Make your changes and submit again. The system keeps track of all versions for historical reference.

Q3: How long is my OTP valid?

A: OTP codes expire after 15 minutes. If expired, request a new code.

Q4: Can I submit data for multiple institutions?

A: No, each registration is tied to one institution. If you manage multiple institutions, you'll need separate email registrations for each.

Q5: What happens to my old data when I submit new data?

A: Your old data is preserved in the historical tracking system. It's marked as superseded but remains accessible when viewing historical data.

Q6: Is my data auto-saved?

A: Yes! The system auto-saves your draft every second as you type. You can safely close your browser and return later to continue.

Q7: How do I view reports and summaries?

A: After submitting your data, you can access:

  • Executive Summary - Aggregated data across all institutions
  • Drill-down pages - Detailed breakdown by designation
  • Institute-wise details - Your specific institution's data

Q8: What browsers are supported?

A: The system works best on modern browsers: Chrome, Firefox, Safari, and Edge (latest versions). For best experience, keep your browser updated.

Q9: Who can access the executive summaries?

A: Summary pages require admin authentication. Contact your system administrator for access credentials.

Q10: What if I encounter technical issues?

A: Contact your IT administrator or the Ministry of Health IT support team for assistance. Provide details about the error message and what you were trying to do.

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