Frequently asked questions about PRMS for districts and Designated Auditing Agencies

1. What is the information management system used by HealthCERT?

The system is a case management system which is called the Provider Regulation and Monitoring System (PRMS). It connects processes allowing designated auditing agencies and funders to report directly into the system. Information is linked automatically and allow for better reporting and updating of information about audits that are published on the public website.

2. Who needs access to the PRMS?

Ministry of Health staff are the main users of the PRMS along with designated auditing agency administrators and funders of health and disability services such as district health board portfolio managers and Ministry quality analysts for disability support services.

3. Why is access restricted to only a few users within designated auditing agencies (DAAs)?

To access the PRMS, you need to use Connected Health and then have an individual log-in and password to access the system. Only those staff who need to complete functions in the PRMS need access to it. Auditors will not need access to the PRMS as each DAA administrator will be able to download information (eg, the audit report templates) they have access to and share it with auditors and others that have permission to receive it.

4. What is Connected Health?

The Connected Health Network is a ‘network of networks’ delivered by multiple telecommunication service providers on a competitive basis, using industry standard, commodity capability. Connected Health is establishing an environment for the safe sharing of health information.

DAA administrators and district staff who access the case management functions in PRMS need to use Connected Health to access the system.

For more information see Connected Health.

5. What system specifications are required to use the PRMS?

The PRMS works as a web-based application. This means it uses a web browser so doesn’t need special software installed. The PRMS is being tested on the following system specifications:

This doesn’t mean the PRMS won’t work on other specifications but it could present some issues for users.

6. How will the PRMS benefit designated auditing agencies (DAAs)?

There are several benefits for DAAs which include the ability to search for information about providers they are the DAA for, download audit reporting templates specific to the provider being audited which has pre-populated information, upload completed audits directly into the PRMS, amend or edit audit reports once they have been uploaded into the PRMS should this be required, and manage progress reporting and corrective action monitoring following audits.

7. How will the PRMS benefit providers?

Providers complete on-line forms on a Ministry website that then automatically starts processes within the PRMS. This makes processes more efficient. These forms include:

• register a new legal entity that wishes to apply for certification
• apply for a new certificate, for example, if you are buying a provider or developing a new site
• renew an existing certificate
• apply for additional services on an existing certificate or notify the Ministry if you are moving premises

8. How will the PRMS benefit funders (eg, district portfolio managers)?

There are two main benefits for funders.

• Funders who have a responsibility to view and comment on an audit report access and comment on the report through the PRMS.
• Funders who are responsible for managing corrective action requirements following audits use the corrective action management function in the PRMS to easily track and report progress on corrective actions

9. If I am a user, will I receive training?

Training was provided to all users when the PRMS was introduced. If you are a new user, you should be trained by an existing PRMS user within your organisation. It this is not possible individual training is available from HealthCERT on request.  New users should indicate their training requirements on the PRMS new user application form.

10. What technical support will be available once the PRMS goes live?

Assistance is available by calling 0800 113 813 (choose option 1) for any technical difficulties in using the PRMS.

11. Who can I contact for more information?

You can also contact the Ministry of Health by emailing [email protected]

If you are a district user, quick reference information is available.

12. Who pays for the PRMS licenses?

The Ministry pays for licenses for approved users.

13. How easy will it be to get additional licenses to use the PRMS if I am a DAA or work for a district?

Complete the registration form available on the Information for district health boards on certification and audits page where it will be assessed. Once this application is approved the Ministry will ensure there will be a licence for the new user and training can be arranged for the user.

Licenses are limited to people who need to use the PRMS. These are DAAs administrators and selected district managers with responsibilities for audits.

When applying for additional licences, this must include notification of who is being replaced so that unnecessary licences can be cancelled. If a DAA or district wishes to cancel a licence without replacing this with another user, they should notify HealthCERT by emailing [email protected]

14. What liability is there for the licensee?

A user remains liable under the Health Information Privacy Code and the confidentiality agreements they hold in relation to their employment. For DAAs the DAA Handbook outlines requirements around security and access of information.

15. Can someone access to my computer remotely to assist me if I am experiencing IT difficulties?

Ministry IT staff cannot access your computer remotely unless you are a Ministry employee. The IT staff in your own organisation may be able to assist you remotely if you were experiencing IT difficulties, depending on your organisations policies and set up.

16. What happens if a PRMS user is away for 4–6 weeks and there is a reliever replacing them – how will they access the PRMS to ensure business continuity?

For every PRMS user there is a personal account, with a username and password known only to and used by the respective user. A reliever will need a new account, to be applied for one month prior to its required use. As there is a cost for each licence applications for temporary accounts should only be made where strictly necessary.

17. As a district manager I would like access to view all districts as this helps give visibility of national providers. Is this possible?

No, access is restricted to districts for which the individual user has delegated authority for. Audit reports for rest homes and audit summaries for district audits are available through the public Ministry website.