Reports

Reports lists the notifications and reports Medbot sends to national registries through SmartCMS. Find it at SmartCMS → Reports (/reports). The page says “National registry notifications and reports for” and your organisation’s name.

The page has one section per module:

You see a section only when your organisation subscribes to its module (see Modules & Gating) and your role may view it. Each list shows the newest activity first.

Reports are prepared only at clinic locations that Synapxe has approved for the module, and nothing is sent from a location that is not approved. An admin records approvals on the SmartCMS settings page. No Medbot clinic has connected to Synapxe yet, not even in UAT. Everything on this page has been tested only against Medbot’s mock gateway.

Who can do this

A receptionist does not see Reports at all. A nurse sees only the NIR section. An admin can open every DEROM, CIDC and MW Health form to follow it up, but the form is read only.

When the page will not open

A form at /reports/derom/[id], /reports/cidc/[id] or /reports/mwh/[id] follows the same rules for its own module.

Who sends what

DEROM and CIDC always wait for a doctor, even when the claims agent prepares them, and even under the Auto-submit routine claims policy. Under that policy an agent may send NIR notifications, and an MW Health report only when MOM’s own check already accepts it. Under Prepare only, an agent’s NIR notification waits on this page for staff to submit it.

Medbot never discards a report waiting for a doctor on its own. Prepared claims an agent leaves untouched for a week are cancelled, but reports never are.

Sending, retries and lost answers

• If a message cannot reach SmartCMS, or the registry asks Medbot to try later, Medbot tries again after 1, 5 and 15 minutes. The row shows as sending meanwhile.
• If SmartCMS may have received a message but its answer was lost, the row shows Not confirmed. Medbot does not send it again by itself, because the registry may already have it. Staff decide, using the resend action where the section offers one.

NIR vaccination notifications

“Sent to the National Immunisation Registry when a vaccination with a product code is recorded here.”

When a vaccination given at the clinic is recorded with an SDD product code, Medbot notifies NIR without review. Columns: Patient, Vaccine, Given, Status, NIR reference (NIR’s acknowledgement number) and Actions. The same status also appears in the NIR column of the patient’s vaccination list (see Vaccinations).

• Resend is safe: NIR answers a record it already has with the original acknowledgement.
• Medbot cannot send corrections to NIR yet. Make the change with NIR directly, then select Mark corrected.
• Discard asks “Why is this notification being discarded?”. Notified NIR directly asks “How was NIR notified (e.g. NIR portal, date)?”.

Disease notifications (DEROM)

“Prepared when a visit’s diagnosis is a notifiable disease. A doctor completes and confirms each one for MOH.”

When a notification is prepared

• A doctor codes a visit diagnosis (ICD-10-AM) that is a notifiable disease. See Claims Workflow for coding diagnoses.
• There is one notification per disease per visit.
• If the same patient already has a notification for the same disease from the last 90 days, no second one is prepared. A discarded notification does not count.
• Diseases that only laboratories must notify are not prepared.
• Tuberculosis is prepared but held. It says: “Tuberculosis is notified on DROM’s TB form, which Medbot does not send yet: notify it there, then discard this notification.”
• Sexually transmitted infections are notified without the patient’s identity. The list shows “Not identified (STI)”, and the form asks for ethnic group and residential status instead of name and ID.

The list

Columns: Disease, Patient, Status and To do. Select the disease to open the form.

Completing and confirming a notification

The form at /reports/derom/[id] is titled “Disease notification:” and the disease. It is prefilled from the chart and set out as three numbered steps:

Each step is marked “N to fix”, Complete or Optional.

A progress card at the top says either “Everything DROM requires is filled in.” or “DROM would refuse the notification as it stands:” with the number of fields to fix. It counts the required answers given, and lists each missing field under Still needed: and each wrong one under To correct:. Select a field’s name to jump to it. Problems are checked as you type, with DROM’s own error codes.

At the bottom, a bar says “Ready to send to MOH.” or how many fields are left, with:

• Save draft: keeps your changes. You see “Notification saved.”
• Confirm and send: available once nothing is left to fix. It asks “Confirm the notification and send it to MOH’s DROM?”, or, with unsaved changes, “Save your changes, confirm the notification and send it to MOH’s DROM?”. You see “Notification confirmed.”
• Discard: asks “Why is this notification discarded?”.

After DROM answers

• Refused for its content. The form shows DROM’s message and field errors. Select Correct (“Reopened for correction.”) to reopen it with the same answers and DROM’s errors marked, then confirm it again.
• Failed, or the answer was lost. Select Send again. If the answer was lost, it first asks “DROM’s answer was lost. Send the notification again?”. You see “Queued to send again.”
• Notified. “DROM holds this notification. Medbot keeps no copy once it is sent, and DROM has no amendment: send any correction to MOH directly.”

Chronic disease indicators (CIDC)

“Prepared from chronic visits. A doctor completes and confirms each one for MOH, and can update or delete it once CIDC holds it.”

When a report is prepared

A report is prepared when a visit has a chronic diagnosis recorded and the patient has a condition CIDC covers. It is prefilled when the visit is completed or its bill is issued, whichever first finds the coded diagnoses. The patient needs an NRIC or FIN.

The list

Columns: Patient (marked Report, Update or Deletion), Conditions, Status and To do.

Completing and confirming a report

The form at /reports/cidc/[id] is prefilled from the visit: the patient, the doctor, coded conditions and diagnoses, vitals and recent results. The doctor adds what Medbot does not record, such as smoking, treatments (with the year each started) and assessments. Its sections are Patient, Attending doctor, Medical conditions, Treatments, Clinical indicators and assessments and Diagnosis codes (ICD-10-AM).

If CIDC would refuse the report, the form lists why under “CIDC would refuse the report as saved:”.

• Save: keeps your changes. You see “Report saved.”
• Confirm and send: asks “Confirm the report and send it to MOH’s CIDC?”, or, with unsaved changes, “Save your changes, confirm the report and send it to MOH’s CIDC?”. You become the reporting doctor. You see “Report confirmed.” If the saved report still has problems, nothing is sent: “Your changes were saved, but CIDC would refuse the report: fix what is listed above.”
• Discard: asks “Why is this report discarded?”.

Once CIDC holds the report

The form says “CIDC holds this report. Medbot keeps no copy once it is sent; an update starts again from the visit.” The doctor can:

• Send an update: prepares a new update, prefilled again from the visit, and opens it to complete and confirm. You see “Update prepared.”
• Delete from CIDC: asks “Why is the report being deleted from CIDC?” and sends the deletion at once. You see “Deletion sent.”

Only the report CIDC currently holds can be updated or deleted, and only when nothing else for it is under way.

MW Health consult reports

“Prepared when a migrant worker’s visit is completed. A doctor completes and submits each one to MOM.”

A patient counts as a migrant worker when their record has a FIN or a work pass type.

The list

Columns: Worker, Consulted, Status and To do. To do shows the first thing MOM would refuse, or “Ready to submit”.

Completing and submitting a report

The form at /reports/mwh/[id] is prefilled from the visit, in sections Consultation, Worker, Presentation, Diagnosis and treatment and Disposition and payment. As the doctor edits, a line says “Complete: MOM would accept this report.” or “MOM would refuse this:” and the reason.

• Save draft: you see “Draft saved.”
• Submit to MOM: asks “Send this report to MOM? MOM keeps no way to amend or withdraw it.” You see “Report queued for MOM.”
• Discard: asks “Why is no report needed for this visit?”.

An admin sees “Only a doctor completes and submits this report.” Once sent: “The report has been sent; the record that was sent is kept in the SmartCMS evidence log.”

NEHR referral letters

“Referral letters contributed to the National Electronic Health Record, and cancelled there when voided here. A letter that may mention termination of pregnancy, sterilisation or organ transplant is held until a doctor confirms the patient’s consent.”

• Issuing a referral letter (see Documents & Certificates) sends it to NEHR automatically.
• Voiding a letter NEHR has, or may have, sends a cancellation. A letter voided before it was sent is simply not sent.
• Every day at 00:15 Singapore time, Medbot sends the previous day’s reconciliation file for every connected location, even one that sent nothing.

Columns: Sent (Referral letter, Cancellation or Daily reconciliation), Patient, Letter, Status and Actions.

Held letters

A letter is held when the patient has a diagnosis of termination of pregnancy, voluntary sterilisation or organ transplant, on any visit, or when the letter’s title or text mentions one. Confirm and send first warns: “NEHR must not receive termination-of-pregnancy, voluntary sterilisation or organ-transplant information unless the patient has explicitly consented. Send only if the patient has consented, or the letter contains none of this.” Only a doctor can confirm.

Resend is safe: the letter keeps its identifier, so NEHR updates it rather than adding a copy.

Related

• Modules & Gating: which modules show which sections.
• SmartCMS Settings: approving a location for each module.
• Claims Workflow: coding diagnoses, and the claims queue.
• Claims Agent: what agents may prepare and send.
• Vaccinations: recording a vaccination with its product code.
• Documents & Certificates: issuing and voiding referral letters.