Registration of a Medical Facility and Doctor-FOP in ESCO

The Electronic Health Record (EHR) System is a government platform that manages and records medical data, which was previously stored in paper-based patient files and the doctor’s documents. It enables the electronic registration of appointments, issuing electronic prescriptions, creating referrals, and interacting with the National Health Service of Ukraine.

Under the current Licensing Conditions for medical practice, all institutions licensed to provide medical services must register in the EHR system and input patient data. However, the registration process has specific requirements. Despite the clear advantages of the EHR system, the process can present challenges that should be considered to avoid delays or rejection of access to Ukraine's electronic healthcare system.

This article will cover the registration process, required documentation, potential difficulties that medical institutions and doctors may encounter, and offer practical advice for overcoming these obstacles.

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Why Registration and Data Entry in the EHR System is Necessary

Both medical institutions and individual entrepreneurs (doctors) providing personal services are required to register in the Electronic Health Records (EHR) system. This is an essential requirement for conducting legal medical activities, regardless of whether the institution participates in the state medical guarantees program or offers only private services.

Registration in the EHR system is necessary for the following reasons:

• Legality of operations as all medical institutions and individual entrepreneurs (doctors) must operate within the EHR system according to the Licensing Regulations.
• Collaboration with the National Health Service of Ukraine (NHSU). Medical institutions that intend to participate in the state medical guarantees program and receive funding from the NHSU must be registered in the EHR system. Without this registration, they cannot enter into contracts with the NHSU or receive payment for services provided under state programs.
• Ведения электронных медицинских записей. ЕСОЗ заменяет бумажную медицинскую документацию на электронные медицинские записи, что значительно упрощает ведение истории болезни, назначение лечения и взаимодействие между врачами.
• Electronic medical records, as all data in the system is secure and accessible only to authorized users, preventing unauthorized changes to medical information.
• Exchange of medical information between institutions. The EHR system enables doctors to exchange patient information across different institutions, which is especially important for comprehensive treatment, consultations, and coordination of prescriptions.

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How the Electronic Health Record System Works

Today, the EHR system is the largest state-run IT system in the healthcare sector, ensuring the digital management of medical data and facilitating interaction between doctors, institutions, and patients. This unified space for medical data consists of two main components:

• Central Database (CDB) stores electronic medical records, data about doctors, institutions, patients, prescriptions, referrals, and more.
• Medical Information System (MIS) is the software through which healthcare professionals interact with the CDB, entering and updating data.

How the EHR System Works

• A medical institution or individual entrepreneur (doctor) connects to an authorized Medical Information System (MIS).
• Through the MIS, data about patients, services, prescriptions, and referrals is entered.
• The information is transmitted to the Central Database (CDB) and becomes accessible to other authorized users.
• Patients can view their medical records online.

Requirements for Registration in the EHR System: Information and Document Requirements, Technical Requirements

To register in the national electronic health record system (EHR), a medical institution or individual entrepreneur (doctor) must meet certain requirements and prepare the necessary data.

1. Institution Information
   
   - Full name of the institution (as per incorporation documents).
   - EDRPOU code (for legal entities) or RNUCPN code (for individual entrepreneurs).
   - Legal and physical address.
   - Contact information (phone number, email).
   
   
2. Valid Medical License
    
   - Having a valid license is a mandatory requirement for registration in the system.
   - License data will be verified against the Ministry of Health's registry.
   
   
3.  Active Email Address
   
   - It is important to provide a valid email address since confirmations and important notifications will be sent to it.
   
   
4. Qualified Electronic Signature of the institution's director

Registration of a Private Medical Institution in the EHR System

To gain access to the modern, high-tech system, you must follow several steps. The registration procedure in the EHR system consists of the following steps:

1. Review the list of available MIS that integrate with the EHR system, analyze their functional capabilities, and select the one that best meets the needs of your medical institution.
2. Provide all necessary details, including information about the institution, the valid license, the current email address, and the active qualified electronic signature of the institution's director.
3. After submitting the information, the system will check its accuracy. If the information is correct, the registration will be successfully completed. If there are any errors, the system will provide recommendations for correction.
4. An email will be sent to the provided email address with a link to activate the account. Follow the link and set a password for system access.
5. Enter information about all structural units of the medical institution, and register each medical professional who will work in the EHR system.

Note: Registration takes place directly on the website of the Electronic Health Record System of Ukraine.

How to Register as an Individual Entrepreneur (Doctor) in the EHR System

A doctor working in a public institution and also running a private practice must register separately in the EHR system as an individual entrepreneur (doctor-FOP). Even though the doctor already has a profile in the system from the public institution, a new entry must be created to manage their private practice activities. This ensures a clear distinction between work in different medical institutions and allows for proper management of electronic documentation.

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What Information Must Be Entered into the EHR System?

During the registration process in the EHR system, the following information must be provided:

• Information about the legal entity or individual entrepreneur (registration details).
• License number and details for medical practice.
• Contact information.
• Data about the personnel and locations where medical services are provided.

Difficulties Encountered During EHR Registration

Registration of an individual entrepreneur doctor (doctor-FOP) or a medical institution in the EHR system can face several challenges that delay the registration process or result in rejection. The main issues include:

• Errors in registration information (incorrect license number, misspelling of names, addresses, etc.).
• Discrepancy between entered data and registry information (the Unified State Register, Ministry of Health license registry, etc.).
• Lack of required data, leading to a refusal to register in the EHR system.
• Absence or non-compliance with the license for providing specific medical services.
• The need for further verification of the doctor-FOP or medical institution’s status.

To avoid the listed difficulties, it is important to carefully check the entered information before submission and ensure that all documents comply with the requirements and current standards.

The most effective and secure solution would be to collaborate with experienced lawyers who can not only correctly prepare the documents but also prevent mistakes, ensuring a successful and smooth registration in the EHR system.

How to Successfully Register Individual Entrepreneurs (Doctors) or Medical Institutions in the EHR System

The digitalization of the healthcare sector is a significant step towards improving the quality of medical services and the efficiency of healthcare providers. However, as experience shows, the process of registration in the EHR system can be challenging due to document requirements, technical aspects, and potential errors during the application submission.

Our healthcare law experts will assist in registering a medical institution in the EHR system or registering an individual entrepreneur (doctor), providing full support throughout the process. We will not only ensure a successful and quick registration but also handle all bureaucratic matters to relieve you of unnecessary difficulties.

Our services include:

• Consultation and Document Preparation: Analyzing your situation, clarifying EHR system requirements, and correctly preparing your application.
• Registration Support: Submitting the application, interacting with regulatory authorities, and resolving technical and administrative issues.
• Error Correction and Resubmission: Analyzing the reasons for rejection, correcting the data, and resubmitting the application in the EHR system.
• Post-Registration Support: Making changes in the EHR system, providing consultations on electronic documentation management, and preparing contracts.

We will help you navigate the registration process quickly and accurately, ensuring full compliance with all requirements. Contact us, and we will take care of all the legal aspects of your work in the EHR system.