Add Person (4.0.4)

From Osi

Click Add Person to add a new record for a student or health professional. For each record, you can update contact and personal information; add details of training programs in progress or completed; record exam applications and results; issue registrations, licenses and license renewals; and record private practice licenses, out migration verification requests, disciplinary actions and deployments.

Contents 1 Enter a New Record 1.1 Troubleshooting 2 Add Identification Information 2.1 Troubleshooting 3 Add Demographic Information 3.1 Troubleshooting 4 Add Education Information 4.1 Troubleshooting 5 Add Passport Photo 5.1 Troubleshooting 6 Add Contact Information 6.1 Troubleshooting

Enter a New Record

Create a record for a new person in the system. A new record is generally created when a student enters a pre-service training program or when a health worker applies for registration.

Click Add Person on the main page or in the left navigation menu.
Enter the person's Surname (last name), First Name and any Other Names you want to record, such as a middle name. Select the person's Nationality, or the country where the person is a citizen. Under "Residence," click "Select Value" and choose the Country where the person currently lives. All districts for that country display beneath the country. Select the District where the person currently lives. All counties within that district display beneath the district. Select the County where the person currently lives (optional). Repeat these steps to select the person's home Country, District and County under "Home," or the person's permanent residence. This step is optional. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.
The system displays the record with the information you entered and provides options for adding additional information to the record.

Note that you can click the Hide/Expand option at the top of each section to hide or display that section. You can edit or update the new record at any time by searching for the record (see Search Records Search_Records_in_iHRIS_Qualify).

Troubleshooting

An error message appears when the Confirm button is clicked.

Make certain that all required fields have been completed. Required fields are outlined in red. The Surname, First Name, Nationality and Residence (Country and District) are all required. Fill in the missing information and try saving again. If you do not want to add a new record after all, click Return (do not save changes).

The surname and first name combination match a record that is already in the system.

Click the link to the matching name to compare the two records and make certain they are not the same. If the records are the same, select the existing record to edit it and close the window showing the new duplicate record; the duplicate will not be saved. If they are not the same, check the box beside "Ignore this error" and click Confirm to save the new record.

The correct Country, District or County is not available for selection.

Only the Data Operations Manager can add new geographical locations to the system (see Add a Country, Add a District or Add a County).

The person's name or residence has changed.

Open the person's record and click Update This Information beside the "Name/Nationality" section. Make any changes and click Confirm to save them. The updated information will appear in the person's main record. If the change was to the person's name, all previous names are retained by the system and can be viewed by clicking View Name History.

Add Identification Information

Add identification information, such as a birth certificate, national health insurance ID, or passport number to the person's record. Multiple identifications may be added for a single person.

In the person's record under the "Individual Information" section, click Add Identification.
Select the Identification Type. Enter the number or other identifier for the identification in the Identification Number box. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message appears when the Confirm button is clicked.

Make certain that all required fields have been completed. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add an identification after all, click Return (do not save changes).

The identification type is not available for selection.

Only the Data Operations Manager can add new identification types to the system (see Add an Identification Type).

The identification information needs to be changed.

In the person's record, under "Individual Information," click Update This information beside the incorrect identification to edit it.

More than one identification is required.

For each identification, click Add Identification and add the new identification.

Add Demographic Information

Once a person's record has been created, add demographic information about that person for reporting purposes. Demographic information includes date of birth, gender and marital status.

In the record under the "Individual Information" section, click Add Demographic Information. All demographic information is optional.

Set the Date of Birth. Select the Gender. Select the Marital Status. Under "Birth Location," click "Select Value" and choose the Country of birth. All districts in that country are displayed. Select the District of birth. All counties in that district are displayed. Select the County of birth. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

The correct marital status or geographical location is not available for selection.

Only the Data Operations Manager can add new marital statuses and geographical locations to the system (see Add a marital status, Add a Country, Add a District or Add a County).

The demographic information needs to be changed.

In the record under the "Individual Information" section, click Update This information beside the demographic information to update any of the fields.

Add Education Information

Add education information to record a health worker's highest level of education achieved before entering pre-service training.

In the record under the "Individual Information" section, click Add Education Information.
Enter the Secondary School Name that the person attended. Under "Certificate," click "Select Value" and choose the certificate or diploma that the person holds. Enter the Grade Obtained (optional). Enter the Certificate Number (optional). Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.

Troubleshooting

An error message appears when the Confirm button is clicked.

Make certain that all required fields have been completed. Required fields are outlined in red. Fill in the missing information and try saving again. If you do not want to add the academic information after all, click Return (do not save changes).

The correct academic level or certificate is not available for selection.

Only the Data Operations Manager can add new academic levels and certificates to the system (see Add an Academic Level or Add a Certificate).

The education information needs to be changed.

In the record under the "Individual Information" section, click Update This information beside the education information to update any of the fields.

Add Passport Photo

Your organization may require employees to submit a current passport photo. Upload a current passport photo for identification.

In the person's record under the "Individual Information" section, click Add Passport Photo.
The Add/Update Passport Photo form opens. Under Image, click Browse to find the image you want to upload. Enter the Date the passport photo was taken, using the date picker. Enter a Description, to capture details about the photo. Click Save to upload the file/photo to the record. If it is not correct, click Edit to change it. If it is, click Save to save it.
The passport photo that you just uploaded displays in the record. To update a passport photo, click Update this Information and add the new photo.

Troubleshooting

The passport photo or information needs to be updated or changed.

In the record under the "Individual Information" section, click Update This information beside the passport photo to upload a new file/photo or update the supporting information.

Add Contact Information

For each person in the system, three types of contact information may be added: work contact; other contact; emergency contact; and personal, or home, contact. Only one contact may be added for each type. Contact information may be added at any time after the record is created. All contact fields are optional.

1. Enter the full Mailing Address.
2. Enter a primary Telephone Number.
3. Enter an Alternate Telephone Number, such as a mobile phone.
4. Enter a Fax Number.
5. Enter an Email Address.
6. Enter any Notes about the contact.
7. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it. The new contact information will display in the person's record.
8. Repeat for each type of contact to add for the person.

For each person in the system, whether an employee or a job applicant, four types of contact information may be added: personal, or home, contact; work contact; emergency contact; and other contact. Only one contact may be added for each type. Contact information may be added at any time after the record is created. All contact fields are optional.

In the employee's record, click Contact Information in the side menu to jump to the "Contact Information" section of the record. Click the link for the type of contact information to add.
The Contact Information form opens. Enter the full Mailing Address. Enter a primary Telephone Number. Enter an Alternate Telephone Number, such as a mobile phone. Enter a Fax Number. Enter an Email Address. Enter any Notes, such as the name of an emergency contact. Click Confirm and confirm that the information entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it.
The contact information that you just entered displays in the employee's record. Repeat these steps for each type of contact to add for the person. If any of the information needs to be changed, click Update This information beside the incorrect contact information to edit it.

Troubleshooting

The correct Add Contact link doesn't appear.

Make certain that contact information hasn't already been added. For example, if the "Add Personal Contact" link doesn't appear, check the "Contact Information" section of the record for a "Personal Contact Information" section. You can then change the previously entered contact information.

Contact information that was previously entered needs to be changed.

In the record under the "Contact Information section, click Update This Information beside the type of contact information to change and edit any field.