Frequently Asked Questions

General Topics

What is an EMR?

The acronym EMR stands for electronic medical record. It is a computer-based patient medical record system used to manage patient information and care.

What information does an EMR contain?

An EMR can contain all patient information that is considered relevant to patient healthcare: basic demographic information, medical records including vital signs, diagnoses, immunization records, allergies, medication, consultations, lab and test results, relevant family medical history and referrals. In addition, an EMR can also include administrative and billing information for patients of private clinics and hospitals.

How will adopting an EMR improve my ability to care for my patients?

An EMR allows not just easier access to pertinent patient information but also makes referring patients to other healthcare providers (e.g., laboratories, specialists, hospitals or clinics) fast and efficient. There is less paper work and retrieval of records including histories are faster.

Where does information uploaded into an EMR go?

Patient records are uploaded to a local server that limits the information to the confines of the medical facility (e.g., clinic, laboratory, hospital). Records can also be uploaded the information to a cloud server via the internet which allows for mobile access to information when healthcare is provided in the field, for example. Information storage depends on the type of EMR package the user avails.

What is PHIE?

PHIE stands for Philippine Health Information Exchange. This is a major IT Project of the National eHealth Governance Steering Committee as part of the Philippine eHealth Strategic Framework and Plan (PeHSFP). It is envisioned as a platform for information exchange between different health information systems that will serve to standardize and integrate data from different sources (i.e., different EMRs).

How is the development of PHIE affect me as a health worker?

There are a number of existing EMRs in the Philippines today, all of which are set to undergo an accreditation procedure with the DOH. The PHIE will serve as the “Health Information Highway” that will allow these EMRs to communicate with each other – allow for inter-EMR referrals and medical collaborations in patient care. This allows health workers using different EMRs to communicate with each other in a more efficient manner, allowing for more faster and more effective referrals between healthcare providers and significantly improve healthcare service delivery.

About ShineOS+

What is SHINE OS+?

SHINE OS+ is an open-source web and mobile-based Electronic Medical Records (EMR) and Referral system. SHINE stands for Secured Health Information Network and Exchange.

It was created to help address the need of the country to have an integrated health management exchange system that will connect individuals, communities, and private and public health service providers.

How does SHINE OS+ benefit me?

SHINE OS+ allows community health officers (rural doctors, midwives, nurses) to: (1) record patient information, consultation and diagnosis; (2) set up reminders for medical appointments and medication schedules; (3) send referrals to specialists, laboratories or hospitals; and (4) generate standard reports including DOH-mandated reports.

How is SHINE OS+ different from other locally-available EMRs?

SHINE OS+ is a PHIE-compliant and accredited EMR that is now also (1) an open source project such that the developer community can have access to the base code and provide improvements whenever necessary, (2) open to all devices and setups including web based service, client based system, intranet based system and mobile based system, and (3) open to all types of users including private and public health care professionals as well as patients. SHINE OS+ will also have different flavors and will run on different platforms to address the various needs in the community. SHINE OS+ is envisioned to be a health operating system to support the needs of different kinds of users and developers, offering a gateway to the country’s health care information highway.

How is patient information kept secure in ShineOS+?

All information uploaded in SHINE OS+ are kept secure as they are encrypted upon submission. The information is only readily available to the SHINE OS+ user (healthcare worker) who uploaded the data. Data is only made available to another SHINE OS+ user when a referral is created and accepted by that user.

Installation

Which SHINE OS+ best suits me?

SHINE OS+ is available in three packages: (1) a Cloud-Based Edition, (2) a Community Edition, and (3) a Server Appliance Package.

  • If you wish to have SHINE OS+ available to you on the go and have stable internet connection (i.e., WiFi, DSL, data plan), the Cloud-Based Edition is for you. You can readily access your SHINE OS+ account using different kinds of devices via the Internet.
  • If you wish to use SHINE OS+ for local storage of your facility’s patient information, you can download and install the Community Edition to your facility’s computer and assign that computer as your local server. Other computers in your facility can connect to your local SHINE OS+ via your local area network (LAN) with ease, even without internet connection. Please note, however, that internet connection will be needed if you wish to upload and/or update patient information in the cloud server and PHIE.
  • A Server Appliance Package is for you if you wish to purchase a computer system for your facility that comes with SHINE OS+ pre-installed.

What minimum hardware requirements before I can install and use ShineOS+?

Cloud Application

  • Tablet devices with internet browser or
  • Computer desktop/ laptop with the following specifications
  • Processor: Celeron or higher
  • Memory: 2GB or higher

Community Edition

  • Computer desktop/ laptop with the following specifications
  • Processor: i3 or higher
  • Memory: 4GB or higher
  • Hard drive: 300 MB
  • Webcam
  • Printer
  • Wifi Router for LAN Setup
  • Compliant Operating System
    • Windows 7 or higher
    • MacOSX 10.9 or higher
    • Linux - Ubuntu

Developer Edition

  • To run SHINEOS+ we recommend your development system supports:
    • PHP version 5.6 or greater
    • MySQL version 5.5 or greater
    • An IDE of your choice

Are there any software requirements before I can install and use ShineOS+?

For most users, SHINEOS+ is a plug and play application. No special software is required.

For developers, you need your own IDE to code your extensions.

Can I install ShineOS+ on my other gadgets (e.g., laptop, tablet, smartphone)?

You can readily access SHINE OS+ via the internet using the browsers (e.g., Google Chrome, Internet Explorer, Mozilla Firefox, etc.) you have on your gadgets. A SHINE OS+ Mobile App is also available for download from App Store and Play Store for your mobile gadgets (e.g., tablets, smartphones).

How do I install ShineOS+ to my Windows desktop? Linux desktop? Mac?

Yes, SHINE OS+ (Community Edition) can be downloaded to your Windows, Linux or Mac desktops. Community Edition package installers are available here. Just click on the Community Edition link to view the available package installers and select to download the package installer for Windows, Linux or Mac, as applicable.

Registration and Users

How I register myself as a medical specialist?

Access ShineOS+ online here. Click on the “Register” button on the upper right-hand corner of the page to open the “Provider Registration” page. Input your name in the “Facility Name” field then select “Individual” from the “Select Provider Type” dropdown menu. Fill in the rest of the mandatory fields then click on the “Register” button to complete your registration.

 

How do I register our medical facility?

Access SHINE OS+ online here. Click on the “Register” button on the upper right-hand corner of the page to open the “Provider Registration” page. Input your medical facility’s name in the “Facility Name” field then select “Facility” from the “Select Provider Type” dropdown menu. Fill in the rest of the mandatory fields then click on the “Register” button to complete your registration.

 

What are the requirements for the creation of a user account?

To register yourself as an individual medical specialist, you will be required to input your name as “Facility Name.” Your email address and contact numbers (landline and mobile) will likewise be required. To register your healthcare facility, you will be required to input your facility’s name, provider type as “Facility”, ownership type (government or private), facility type, DOH facility code (if your facility is government-owned), first and last name of the registering administrator, email address and contact numbers (landline and mobile).

How long does it take for a user account to get approved?

If you are an previous user of Shine V1.0, you need to contact us so that we can migrate your old records to the new SHINEOS+ database. This will take a maximum of 48 hours and we will send you your new password after completing all required documents.

If you are a new user of SHINEOS+, just complete the registration and submit the necessary documents, your account will be ready within 24hours.

Can I create user accounts for other medical staff members of our facility?

Yes, you can. To do this, you must first create an account for your facility as an administrator.

Record Module

How do I create a new patient record?

On your SHINE OS+ Dashboard, click on the Create New Record button. Encode the following information in the Basic Record tab then click on the Next button: Health Info, Record Settings, Photo. Fill in mandatory fields in the Personal, Address Info, Health Info and Record Settings tabs then click on the Next button. Take photo of patient (not mandatory) then click on the Submit button.

How do I search for an existing patient record?

On your SHINE OS+ Dashboard, click on the Records menu item. Type in patient name in the Search field. The system will automatically filter the list to display patient records that match the text being encoded in the Search field. Click on the Patient ID or View (magnifying glass) button to select the patient record you wish to view. The system will show the “Patient Health Overview” page. To get a more detailed look at the Patient’s Record, click on the “View full record” link to access the “Patient Detailed Health Record.”

How do I link health records (i.e., parent to child, sibling to sibling)?

On the “Patient Detailed Health Record” page, click on the “Family Records” tab. Click on the “Add Family Record” button. The system will display the List of Enabled Patient Records. Type in the name of the patient in the Search field. The system will automatically filter the list to display patient records that match the text being encoded in the Search field. Click on the Check box/es of patient record/s to link to the active patient record then click on the “Continue” button. The system will now show a collapsed version of the patient records you have selected. Select “relationship type” from the options provided for each of the patient records you wish to link to the patient record you are updating then click on the “Submit” button. The system will now update the Family Records tab with the name/s of the patient records you have linked to the patient record you are updating.

How do I create a new consultation record for a patient?

On the “Patient Health Overview” page, click on “Create new consultation” if the patient has no previous consultations. Conversely, click on “View consultation history” if the patient has at least one previous consultation on record and then click on the “Add Consultation” button to create a new consultation record. Select “Type of Consultation” from the dropdown menu. Fill in the rest of the mandatory fields in the “Basic Information,” “Additional Information, ” “Impression & Diagnosis,” and “Medical Orders” tabs then click on the “Next” button. Attach any pertinent files (e.g., electronic copies of lab or test results, radiology images) then click on “Save.”

How do I view existing consultations for a patient?

On the “Patient Health Overview” page, click on “Open consultation” to view the latest consultation record of the patient or “View consultation history” to see the list of the patient’s consultation records. Select the consultation you wish to view by clicking on the consultation date from the list.

Referral Module

How do I create a referral for a patient to a specialist/laboratory/other medical facility?

Just like Reminders, Referrals are also created in reference to a consultation. After a consultation is created, a user can create a referral in reference to it right away by clicking on the “Create Referral” button. To create a Referral for an already existing consultation record, click on “Open consultation” to view the latest consultation record of the patient or “View consultation history” to see the list of the patient’s consultation records. Select the consultation you wish to make a referral for by clicking on the consultation date from the list. Once the consultation is up on your screen, click on the “Create Referral” button. Click on the “Choose Providers” link to select the healthcare providers to whom the referral will be sent. Fill in the rest of the mandatory fields in the Referral Information tab then click on “Save” to send the referral right away or “Save as Draft” if you wish to send out the referral later.

How do I link a consultation record to the referral I am creating?

A referral is created in reference to an already existing consultation record. To link the consultation record, you will have to select the consultation you wish to link to your referral and create the referral from that consultation record (See How do I create a referral for a patient to a specialist/laboratory/other medical facility?).

How do I know if the referral I sent has been accepted or declined?

From your user dashboard, click on the “Referrals” link on the left-hand side menu. This opens your Referrals Inbox. You can determine the status of the referral you sent by looking at the status of the referrals listed in your inbox (Accepted, Declined, New, etc.).

How do I follow up on a referral I sent?

To follow-up on a referral, click on the “Referrals” link on the left-hand side menu. This opens your Referrals Inbox. Click on your “Outbox” then sort the list of referrals to select the referral you wish to follow up on by clicking on the patient’s name. Once opened, you may click on the “Send Follow-up” button to open a dialog box where you can type in your message/inquiry for the receiving specialist/laboratory/medical facility. Complete your message then click on “Send.”

How do I accept or reject a referral that was sent to me?

Your incoming referrals can be found in your Referral Inbox. Click on the patient’s name on the referral to view its details. Click on the “Accept” button to accept the referral, or “Decline” to reject it.

How do I request for additional information regarding a referral that was sent to me?

Click on the patient’s name on the referral to view its details. Click on the “Request More Info” to open a dialog box where you can type in your inquiry. Complete your message then click on “Send.”

Remind Module

How do I create reminders for a patient’s next medical appointment?

Reminders are created in reference to a consultation. After a consultation is created, a user can create reminders in reference to it right away by clicking on the “Add Reminder” button. To create a Medical Appointment Reminder for an already existing consultation record, click on “Open consultation” to view the latest consultation record of the patient or “View consultation history” to see the list of the patient’s consultation records. Select the consultation you wish to make reminders for by clicking on the consultation date from the list. Once the consultation is up on your screen, click on the “Add Reminder” button. Select “appointment” from the “Reminder Type” dropdown menu, fill in the rest of the required fields then click on the “Save” button to finish.

How do I create reminders for a patient’s medicine intake schedule?

To create a Medicine Intake Reminder for an already existing consultation record, click on “Open consultation” to view the latest consultation record of the patient or “View consultation history” to see the list of the patient’s consultation records. Select the consultation you wish to make reminders for by clicking on the consultation date from the list. Once the consultation is up on your screen, click on the “Add Reminder” button. Select “medicine drinking” from the “Reminder Type” dropdown menu, fill in the rest of the required fields then click on the “Save” button to finish.

Who receives the reminders I have set up for a patient? (e.g., patient, caregiver/nurse, attending physician)

The patient, caregiver/nurse or attending physician can all receive these reminders for as long as their mobile number/s and/or email address/es are added into the Target Email and/or Target Mobile Number fields (separated by commas if multiple email addresses or mobile numbers are typed in).

How are these reminders received? (e.g., SMS, email)

Reminders can be received either via SMS, email or both.

Reports Module

What types of reports can I generate from ShineOS+?

With ShineOS+, you can generate FHSIS. PhilHealth Reports Annex 2 – 5, will be available soon.

Can I customize reports on ShineOS+?

As of the current version, no.

How do I export reports?

Reports can be exported as PDF files and can be saved on your hard drive by clicking on Save to PDF.

Can I send generated reports to a recipient’s email directly from my ShineOS+ user account?

No, not yet as of the current version.