FREQUENTLY ASKED QUESTIONS

• The implementation documents are required for facilities engaging with the Department of Health (DOH) to implement an Electronic Medical Record (EMR) system, the iClinicSys, and iHOMIS+. These documents serve as legal and administrative requirements for system rollout: 

- Serve as formal agreements between your facility and the DOH

- Define roles and responsibilities

- Set service level expectations

- Ensure data confidentiality through the Non-Disclosure Agreement (NDA)

- Authorize your facility’s participation in the DOH EMR implementation program

• Facilities must prepare and submit the following hardcopy documents:

- 4 (four) copies of the Memorandum of Agreement (MOA) 

- 4 (four) copies of the Service Level Agreement (SLA) 

- 2 (two) copies of the notarized DOH Non-Disclosure Agreement (NDA)

Forms can be accessed and filled out via the official website. (iHOMIS+  and  iClinicSys)

• Submit the complete hard copies of the documents to the DOH Center for Health Development, Region IV-A CALABARZON at QMMC Compound, P. Tuazon Boulevard, Project 4, Quezon City. Ensure that all documents are properly signed and organized.

• No. Only physical (hard copy) submissions are accepted. Digital or emailed versions are not valid for processing. 

• For new registrations (facilities already engaged with the iClinicSys and iHOMIS+), you need to submit these 3 (three) documents: 

- Account and Cipher Key Request Form (ACKRF)

- HCI Engagement Registration Form (HERF) 

- Non-Disclosure Agreement (NDA)

• For transfer of registrations (facilities newly engaged with the iClinicSys, iHOMIS+), you need to submit these 5 (five) documents: 

- Account and Cipher Key Request Form (ACKRF)

- HCI Engagement Registration Form (HERF) 

- Non-Disclosure Agreement (NDA)

- Disengagement Letter (addressed to your current service provider)

- Acknowledgment Letter (from your current service provider confirming disengagement) 

Note: If the current service provider will not be able to provide the acknowledgment letter within 10 calendar days, the requestor may submit their email or letter of request (Disengagement Letter) along with proof of receipt date instead of the acknowledgment letter.

• The forms can be accessed and downloaded from the link of iClinicSys and iHOMIS+. Ensure you fill out all forms completely and accurately.

• Yes. Submission of documents may be done either through hard copy or via email, depending on what is more accessible for the facility.

Hard Copy Submission: 

- Printed and signed forms may be submitted directly to the office or handed over during scheduled coordination with the Information Systems (IS) team. Documents must be complete, signed, and properly compiled. 

Digital Submission (Email):

- Scanned copies of the completed documents may be sent to the official email address emrhelpdesk@ro4a.doh.gov.ph. To ensure smooth processing, the following must be observed:

- All forms must be filled out and signed

- Scanned copies must be clear, legible, and in PDF format

- Each file must be properly labeled (e.g., FacilityName_ACK.pdf, FacilityName_NDA.pdf)

- All documents must be attached in one email with a clear subject line (e.g., Account and Cipher Key Request – [Facility Name])

Incomplete or disorganized submissions may result in delays or a request for resubmission. Coordination with the IS team is recommended for proper validation and confirmation of receipt.

• Once the documents are received, they will be reviewed by the Information Systems (IS) team. If the submission is completed, the request will proceed to processing. 

The entire process typically takes 1 to 2 weeks from the date of complete submission. An update will be provided once the request has been fully processed and completed.

• All completed forms must be submitted through the Information Systems (IS) team. The IS team will assist in the review, validation, and processing of the request.

Forms may be sent either in printed form or via email, as long as all required information is complete, properly signed, and organized. The IS team will confirm receipt and provide further instructions or feedback if necessary.

 For inquiries or coordination, the team may be contacted through the details provided on our Contact Us page.