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| Click <u>Add Person</u> 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.
| | #REDIRECT [[iHRIS:Administer Database for iHRIS Qualify (4.0.4)]] |
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| == Enter a New Record ==
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| 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.
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| # Click <u>Add Person</u> on the main page or in the left navigation menu.
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| # 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.
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| # Under "Current Residence," select the '''Country''' where the person currently lives.
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| # All districts for that country display beneath the country. Select the '''District''' where the person currently lives.
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| # All counties within that district display beneath the district. Select the '''County''' where the person currently lives (optional).
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| # Repeat these steps to select the person's home '''Country''', '''District''' and '''County''' under "Home Residence," or the person's permanent residence. This step is optional.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| # The system displays the record with the information you entered and provides options for adding additional information to the record.
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| 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).
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| === Troubleshooting ===
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| '''An error message appears when the Confirm button is clicked.'''
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| Make certain that all required fields have been completed. Required fields are outlined in red. The Surname, First Name, Nationality and Current 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 <code>Return (do not save changes)</code>.
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| '''The surname and first name combination match a record that is already in the system.'''
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| 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 <code>Confirm</code> to save the new record.
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| '''The correct Country, District or County is not available for selection.'''
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| Only the Data Operations Manager can add new geographical locations to the system (see Add a Country, Add a District or Add a County).
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| '''The person's name or residence has changed.'''
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| Open the person's record and click <u>Update This Information</u> beside the "Name/Nationality" section. Make any changes and click <code>Confirm</code> 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 <u>View Name History</u>.
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| == Add Identification Information ==
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| Add identification information, such as a national health insurance ID, passport number or Social Security Number to the person's record. Multiple identifications may be added for a single person.
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| # In the person's record under the "Individual Information" section, click <u>Add Identification</u>.
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| # Select the '''Identification Type'''.
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| # Enter the number or other identifier for the identification in the '''Identification Number''' box.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message appears when the Confirm button is clicked.'''
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| 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 <code>Return (do not save changes)</code>.
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| '''The identification type is not available for selection.'''
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| Only the Data Operations Manager can add new identification types to the system (see Add an Identification Type).
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| '''The identification information needs to be changed.'''
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| In the person's record, under "Individual Information," click <u>Update This information</u> beside the incorrect identification to edit it.
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| '''More than one identification is required.'''
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| For each identification, click <u>Add Identification</u> and add the new identification.
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