UHMS–Unified Health Management System
WELCOME TO UNIFIED HEALTH MANAGEMENT SYSTEM
This user guide provides a quick overview of how to get started and use UHMS system.
Overview
UHMS (Unified Health Management System)
A single platform catering to administration of Medical benefits including
‐ Referral to outside hospital
‐ In‐house OPD management (wherever such a facility exists)
‐ In‐house Hospital services (wherever such a facility exists)
‐ Pharmacy Management services (wherever such a facility exists)
‐ RECHS – registration & revalidation
‐ Billing ‐ processing & creation
URL address:
1) http://ecare.bhel.in/uhms
2) or through single sign on link from top left corner in
http://intranet.bhel.in SINGLE SIGN‐IN
Insert URL address
Key in your staff no. & password
Select your Unit from drop down
Initially Staff no shall be the default password for system users, with a provision under Home Tab to change
password.
Various tabs of the UHMS module are provided
Provision to
change
password.
TAB ‐REFERRAL
Under this module, provision to refer an employee (serving/retired) to outside BHEL hospital –
hospital on panel of BHEL, is being provided. The module includes
‐ generate referral (Employee) for hospitalisation,
‐ generate referral (RECHS) for hospitalisation,
‐ generate referral for Day care procedures,
‐ generate referral (CISF),
‐ Approve Referral,
‐ Special Referral,
‐ View Referral
Exception:
Medical benefits to CISF employee as per MOU is also being catered under this module.
Referral module and its provisions
PROCESS FLOW
GENERATE REFERRAL
Key in the staff no for whom the
referral is to be generated and click
Search
For referral
From drop down list, select dependents data for whom the referral is to be issued, the doctor who is
generating the referral, hospital from the registered Unit/region hospital list, broad ailment list and referral
type.
Default mapping of ward type & treatment type is made based on the extant Policy provisions/department.
From drop down
select all the
relevant details
Referral no. for the employee has been
generated which has Unit code/year/nature
of employee/patient code/sl. no
VIEW REFERRRAL
All the referrals generated for all employees can be viewed by clicking on the ‘view referral’ tab. Particular
referral no. can be clicked for viewing the details.
This is the view of the referral after it is generated but not yet approved.
APPROVE REFERRAL
Click on the ‘approve referral’ tab in order to approve or reject a referral generated. Only after approval, the
patient can visit the hospital referred to.
APPROVE/REJECT REFERRAL
VIEW REFERRAL
View of the referral after it has been approved. Option of print is available and also approval date is captured.
Final printout of the referral
SPECIAL APPROVAL:
For exceptional cases of employees of other Units.
Special approval is done for a referral generated for an employee who belongs to another Unit. In
such cases, such an employee belonging to other Unit can only be referred to hospital with which the
unit providing special approval is having a contract with.
First the referral is generated for the employee as in the normal case explained above while referral
generation. Employee no. of the patient (employee) is keyed in as shown below.
SPECIAL APPROVAL:
Then special approval is provided to the employee as he / she does not belong to the Unit providing
this approval as medical facilities are to be availed in a Unit other that the parent Unit of employee.
Key in the staff no. of the employee and search
Approvals pending for this employee will appear
An approval may be rejected or approved after opening. After approval an screen as below appears
where print option is available.
Final printout of the referral
RECHS Module
TAB ‐ ADMINSITRATION
Under this module, User registrations of BHEL serving employees / retired employees / CISF
officials etc. and hospital registration along with upload of their Schedule of Charges are provided.
The module includes
‐ Hospital Registration
‐ Unit Hospital Contract
‐ User Registration (nomenclature will be replaced by ‘Unit Admin Registration’)
‐ Unit User Registration (nomenclature will be replaced by ‘Unit Subadmin Registration’)
‐ User Updation (nomenclature will be replaced by ‘Unit Admin Updation’)
‐ Unit User Updation (nomenclature will be replaced by ‘Unit Subadmin Updation’) ‐ * Note: Please read the above names which have to be changed as their new names only wherever they appear in this
document, as they will be soon changed in the UHMS.
‐ Upload Dependents Photo (nomenclature will be replaced by ‘Upload Emp. Dependents
Photo’)
‐ CISF/ Govt. official Registration
‐ CISF Dependents/ Govt. official Registration
‐ CISF / Govt. official Dependents Photo
‐ Upload Hospital SOC
Admin module and its provisions
PROCESS FLOW
UNIT ADMIN REGISTRATION:
The Unit nominated key administrators to be searched by their Employee ID so that they can be given
permissions to further delegate permissions to define scope of work in his own Unit.
NOTE: A single User may be made Administrator for more than one Unit. The provision is there.
Key in the staff no of the Unit
Administrator to be registered Unit
wise by Corp. HR Policy
BHEL Unit for which the employees will be visible to this Unit Administrators, so that he can manage the
UHMS system internally for that Unit by giving further permissions to the Medical Department/ HR etc. will
have to be chosen from drop down menu as shown.
Unit Administrators in each Unit will be given permissions e.g. to generate/ approve referrals, delegate further
powers to other employees of their particular Unit etc., by selecting multiple options (using drag / control /
shift to select and deselect options) from the ROLE which defines his scope of work. Central UHMS
administrator (i.e. Corporate HR Policy department) will select the Unit and Scope for giving permissions to
Unit Administrator. Finally the data needs to be saved by clicking on ‘save’ tab.
UNIT ADMIN UPDATION:
The details associated with the Unit Administrator can be modified using the ‘Unit Admin Update’ tab.
Staff no. and the Unit with which the Unit Administrator is associated need to be keyed in in order to update
the details as entered above w.r.t. permissions etc.
Scope of permissions can be changed and then click ‘Update’.
UNIT SUBADMIN REGISTRATION:
The Unit Administrator made above for each Unit can further assign permissions to define scope of work of
multiple Users in his/her own Unit (for which he has been given permission). Unit Administrator can further
delegate his powers in his Unit. E.g. limited permissions may be assigned to Medical department / HR etc.
further by the Unit specific ‐ Unit Administrator. These employees will be made the Unit Subadmins.
Key in the staff no of the Unit
Subadmin. to be registered within a
Unit by Unit Administrator
In the same manner as Unit Admin. registration and updation is being done, Unit Subadmin Registration and
updation is also following exactly the same procedure. The difference is that while choosing the Unit from the
drop down menu, only the Units which are in scope of Unit Administrator are visible.
UNIT SUBADMIN UPDATION:
CISF REGISTRATION:
CISF personnel may be registered from front end by entering their service no., name etc.
CISF DEPENDENTS REGISTRATION:
Service no. of the CISF personnel to be keyed in.
Details of CISF dependents can be added.
CISF DEPENDENTS PHOTO
Provision to upload CISF dependents photograph – available by clicking on CISF Dependents Photo tab as
shown above or the same can also be done by clicking on ‘Next to upload Photographs’ button, which appears
on the screen where CISF dependents data is entered.
HOSPITAL REGISTRATION:
Make all the relevant entries while registering a new hospital which is on panel / in‐house for a particular BHEL
Unit.
UNIT HOSPITAL CONTRACT:
After registering the hospital, enter the contract terms and conditions / scope / start and end dates etc. by
going to the ‘Unit Hospital Contract’ tab.
Search for the registered hospital and chose from the drop down menu that appears as shown above.
To make a new / fresh contract in the case of new hospital been registered, the data will be filled and ‘save
new contract’ button will be pressed.
Few more functionalities like, extension of contract, termination before planned contract period etc. are
possible in case of contracts already entered. To use these functionalities, illustration is as follows:
Search for the registered hospitals and chose from the drop down menu that appears as shown above.
Enter all relevant field of the hospital contract – ward entitlements, start / end dates, contact person, scope of
the contract etc. After this there are four tabs available at the end of this page:
1. Save new contract – When a new / fresh contract is being made, this tab will be used. E.g. in the case
above where new hospital has been registered and it’s fresh contract is being added, or earlier
contract has been de‐functionalized etc.
2. Extend contract – If only the end date of the contract has been extended, scope etc. remaining
constant, then this tab will be used.
3. Terminate contract‐ A contract may be terminated on or before the planned end date mentioned.
While terminating a contract prior to its expiry, the field in the ‘end date’ has to be filled with the date
on which it has actually been closed (before planned contract validity ends). This date to be filled may
be today’s date, when contract is being terminated online, or some date prior to that if it has already
been closed on paper and entry is being made now.
Change the end date to today’s date or earlier date than today’s date and then press ‘terminate
contract’ button.
4. Defunct contract – If the contract has been wrongly entered (and locked) and is not fit to be used for
any reference generations, then defunct tab needs to be used. The contract will have to be De‐
functionalized all together and a new contract will be made.
LOCKING THE CONTRACT:
The contract must be locked after making any changes, only then the changes will be reflected outside to all
users. Till the time it’s sure that all relevant details have been accurately put, contract should not be locked, as
it may reflect wrong data and generate wrong references based on those details. In order to save the contract
without locking, ‘Cancel’ button is to be pressed.
UPLOAD HOSPITAL SOC:
Hospital’s SOC / Schedule of charges can be uploaded for billing purpose.
Chose the hospital and contract from drop down menu.
Upload the file in the given format.
Various tabs are being provided under UHMS system viz., HOME, REFERRAL, OPD, IPD, PHARMACY &
DISPENSING, ADMIN, BILLING, REPORTS, LOGOUT provided in the system having various functionalities under
each.
Activity Responsibility Matrix:
UHMS TAB FUNCTIONALITY PROVISIONS NAME OF THE PERSON RESPONSIBLE (Unit to assign)
HOME Change password
Scope: 1. Default Login password will be provided to Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) User name and password will be the same as Staff No. initially. 3. Provision to change the password is there. Users are required to change it after first time login. Who will do: Corporate Admin. for Unit Admin. / Unit Admin. for Unit Subadmin.
REFERRAL Generate Referral (Employee)
Scope: Generates referral for serving employees and their dependents Who will do: Unit Admin. / Role assigned by
Generate Referral (RECHS) Generate Referral (Daycare) Generate Referral (CISF) Approve Referral Special Approval View Referral View Employee Referral
Unit Admin. (Unit Subadmin.) Scope: Generates referral for a retired employee/ beneficiaries Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) Scope: Generates referrals for treatments / sittings which may require 2‐3 hrs. of hospitalization (Day care procedures), where room rent is not chargeable. Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) Scope: Generates referral for registered CISF personnel and their dependents (see Admin. Module) Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) Scope: Referral approvals by senior medical practitioners / HR or any other authorized agency identified by the Unit for approving referral after referral generation. Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) Scope: 1. Generate / approve referral caters to beneficiaries in their parent Unit. 2. For beneficiary who is not from the Unit where medical benefit is being availed, has to be provided medical facility, the provision under special approval may be utilized for generating referral. Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) Scope: All referrals generated for all employees can be viewed here Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) Scope: All referrals generated for a particular employee can be viewed. Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.)
ADMINSTRATION
Hospital Registration
Scope: 1. In house BHEL hospitals to be registered
Unit Hospital Contract Unit Admin. Registration Unit Admin. Updation Unit Subadmin Registration Unit Subadmin Updation Upload
here. 2. All active hospitals on panel of Unit to be registered utilizing this facility. Who will do: Corporate Administrator List of Unit Panel Hospitals (see format1): to be shared with Corp. Admin. (Most of the Hospitals are already listed. Units to check and revert for addition / deletion). Scope: 1. All active Unit Hospital Contracts w.r.t. validity, scope of empanelment, room rent etc. to be maintained 2. Contracts to be fed online / extended / terminated or de‐functionalized. These contracts will be used while referral generation to check the scope/validity etc. of the contracts. Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) Scope: The Unit administrators to be given permissions to further delegate permissions to define scope of work in his own Unit. Who will do (see format2): Central UHMS administrator (i.e. Corporate HR Policy department) Scope: Any change in Unit Administrator or his scope of work may be updated here. Who will do: Central UHMS administrator (i.e. Corporate HR Policy department) Scope: 1. The Unit Administrator in each Unit can
further assign permissions based on the administrative practices in each Unit based on scope of work under each module. (Column at the right to be filled by Unit)
2. Unit Administrator can further delegate his powers in his Unit. E.g. limited permissions may be assigned to Medical department / HR etc. further by the Unit specific Unit Administrator.
Who will do (see format3): Unit Administrator / Role assigned by Unit Admin. (Unit Subadmin.) Scope: Any change in User User or his scope of work may be updated here. Who will do: Unit Administrator / Role assigned by Unit Admin. (Unit Subadmin.)
Dependents Photo CISF Registration CISF Dependents Registration CISF Dependents Photo Upload Hospital SOC
Scope: Provision to upload photograph of the employee dependents as the data is not there in SAP. (see format3 – will be provided later) Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) (first time Corporate Admin. Will do to facilitate Unit with Bulk Upload)
Scope: Details of CISF personnel (wherever applicable with respect to Name, Service No. etc.) (see format4). Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) (first time Corporate Admin. Will do to facilitate Unit with Bulk Upload)
Scope: Details of CISF dependents (see format4) Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) (first time Corporate Admin. Will do to facilitate Unit with Bulk Upload)
Scope: Provision to upload photograph of CISF dependents (see format5 – will be provided later) Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.) (first time Corporate Admin. Will do to facilitate Unit with Bulk Upload)
Scope: 1. Unit panel hospital Schedule of Charges (SOC) to be made available in the system for Billing Module. 2. all active panel hospital SOC to be sourced and uploaded in the system (see format6) Who will do: Unit Admin. / Role assigned by Unit Admin. (Unit Subadmin.)
Note: The data regarding all serving and retired employees is being taken from SAP. The same needs to be
updated and maintained in SAP system directly by Units.
Retired employee’s registration as well as revalidation data need to be updated by Units in the formats sent to
them directly in co‐ordination with SAP.
CISF data is being captured in UHMS system in the formats sent to Units. IT may be entered from front end
directly by Units.