FACILITY REGISTRATION

Checklist for Facility Registration with ASHEFAMU

Initial Application:

  1. Create Profile on ASHEFAMU Portal:
    • Visit ASHEFAMU portal and create a profile.
    • Decide if the facility is new or existing (enter ASHEFAMU Number if existing).
  2. Upload Letter of Intent:
    • Upload a Letter of Intent addressed to the Honourable Commissioner for Health.
  3. Complete Forms:
    • Fill out all required forms on the portal.
  4. Upload Required Documents:
    • Ensure all necessary documents are uploaded (as per the requirements listed in the write-up).
  5. Generate Invoice:
    • Generate the invoice for registration fees.
  6. Upload Payment Evidence:
    • Upload proof of payment to the portal.

Verification and Inspection Scheduling: 7. Verify Proof of Payment:

  • Verification of payment by ASHEFAMU Administrative Officer and Accounts Officer.
  1. Download and Review Documents:
    • Documents are reviewed for appropriateness and completeness.
  2. Schedule Inspection Visit:
    • Schedule an offline inspection visit once documents are verified.

Inspection Process: 10. Conduct Inspection Visit: – Inspection team conducts an unannounced visit. – Verify submitted documents against those available onsite. – Tour facility and fill inspection tools.

  1. Write Inspection Report:
    • Prepare and upload the inspection report using the appropriate template.

Post-Inspection: 12. Review Inspection Report: – Inspection report is reviewed. – If approved, proceed to the next step.

Approval and Certification: 13. Final Registration Approval: – Executive Secretary (ES) reviews and approves registration. – If not approved, address the queries and resubmit if necessary.

  1. Issue Registration Certificate:
    • Issue the registration certificate if approved.

 

  1. Inform Facility:
    • Inform the facility that their Certificate and Logo are ready for pick-up.
  2. Collect Registration Certificate and Logo:
    • Facility representative collects the Certificate of Registration and ASHEFAMU Logo.
    • Fill the appropriate register during collection.

End of Process: 17. End: – Registration process is completed.

This checklist captures the steps from initial application to the final approval and issuance of the registration certificate and logo. Ensure each step is followed accurately for a smooth registration process.

Top of Form

 

FACILITY REGISTRATION

It is mandatory that all Health Facilities register with ASHEFAMU. All health facilities must register with ASHEFAMU. This is necessary for regulation and continuous monitoring of practice to assure basic quality healthcare provision. Registering health facilities helps facilitate health data collection as it contributes to the state’s health management information system and allows for better monitoring of indices. When health facilities register, they are given the required support for service provision and quality improvement. The data generated is updated in a database, which provides information on the facilities serving the citizens of Lagos State. This is relevant for human resource and infrastructural planning as well as inform decisions by policy makers.

Health facilities that are not registered, when found, are issued a Closure Notice summoning them to the Agency. This is in accordance with section 60 of the Health Sector Reform Law.

Application Process

The registration process consists of four stages and begins with an electronic application. Below are the steps to take to register a new facility:

  • The facility’s Operating Officer (representative) visits the ASHEFAMU portal https://e-ashefamu.anambrastate.gov.ng/ and creates a profile on the registration portal. A user guide that details the steps for the electronic process is available for download.
  • A Letter of Intent addressed to the Honourable Commissioner for Health is uploaded on the portal by the representative who, afterwards, creates the facility.
  • The facility representative fills all forms and uploads all documents required to complete the application process. Required documents include:

REQUIREMENTS FOR REGISTRATION (FOR HOSPITALS, CLINICS, MATERNITY HOMES, AND NURSING HOMES)

  • Building Plan showing dimensions, etc. and uses of room.
  • Three (3) years tax clearance certificate.
  • Letter of application for registration.
  • Letter of Acceptance from three (3) qualified Nurses/Midwives who have agreed to work with you. They should also provide their certificates and current practicing license
  • Your Professional certificates. For Specialist hospitals to include a specialist certificate(fellows).
  • NYSC Certificate or its equivalent.
  • Current practicing License.
  • Supervising Doctor’s certificates (for Maternity and Nursing Home only).
  • Certificate of full registration.
  • Evidence of membership with a professional Association, for Doctors NMA, AGPMPN.
  • Central clearance letter from the state NMA indicating clearance from zonal level where the Hospital is located (for Hospitals only).
  • Certificate of registration with CAC.
  • Two (2) passport photographs.
  • Number of staff employed.
  • One office flat file.
  • Health Service Data (NHMIS) for Registration/Renewal (for Hospitals only). Staff List

REQUIREMENTS FOR REGISTRATION OF MEDICAL LABORATORIES IN ANAMBRA STATE

  • Building plans showing dimensions and uses of room (3 Copies).
  • Three years’ tax clearance.
  •  
  • Your professional certificates.
  • NYSC certificates or their equivalents.
  • Current practicing license.
  • One file jacket with tag.
  • Certificate of Registration with CAC.
  • Number of staff employed.
  • Two passport photographs.

MINIMUM REQUIREMENTS FOR LISTING OF COMPLIMENTARY/ ALTERNATIVE MEDICINE PRACTITIONERS

  • Provide an Office space.
  • Tax Clearance Certificate.
  • Letter of Application for Registration.
  • Letter of Acceptance from one qualified nurse who has background experience in alternative medicine and has agreed to work with you, the certificates and current practicing license.
  • Provide evidence of corporate affairs commission (C.A.C) registration documents.
  • Provide evidence of registration with your association and clearance from your association.
  • WAEC Certificate/Equivalent.
  • Provide evidence of certificate of formal training in complementary medicine/alternative medicine.
  • Show evidence of workshop or other relevant training attended.
  • Number of staff employed.
  • Two passport photographs.
  • One office flat file.

REQUIREMENTS FOR REGISTRATION OF MORTUARIES

  • Building plans.
  • Three years’ tax clearance Certificate.
  • Letter of Application for Registration.
  • Mortician with his/her certificates.
  • Evidence of membership and clearance from their professional body.
  • Letter of acceptance from two (2) mortuary technicians with their certificates.
  • Certificate of registration with CAC.
  • Number of staff employed.
  • Two (2) passports.
  • Office flat file.

After form submission, an invoice is generated by the facility representative on line, and payment of the invoice value is made to the account details provided which is done on the website.

This payment is approved by the ASHEFAMU Administrative Officer in charge, after reconciliation. The payment is verified and approved by the Accounts Officer after reconciliation.

The Inspection Officer who is responsible for verifying the authenticity of all documents uploaded on the ASHEFAMU website reviews the forms and attached documents. If all the submitted documents are satisfactory, the facility is booked for an inspection.

Inspection Process

ASHEFAMU inspects health facilities to ensure that the required standards are met, that good practice is identified and sustained, and areas requiring improvement are identified and addressed. Inspection visits are unannounced.

Inspection of booked facilities is done by the Inspection Team which is made up of individuals determined by the type of health facility to be inspected. For example, the team for inspecting hospitals is made up of a doctor and a nurse. Dentists, radiologists, Ophthalmologists and Laboratory scientists are part of teams to inspect health facilities providing dental, diagnostic, eye and laboratory services respectively.

For the inspection process:

  • The inspection team reviewing the facility’s file and proceeds to visit the facility. Name tags and branded jackets are always worn by ASHEFAMU staff during facility visits.
  • On getting to the facility, the team introduces themselves to the facility representatives and staff. The documents submitted (contained in the file) are verified against the documents available onsite.
  • The inspection team goes on a tour of the facility, applying the inspection tools. Tools are completely filled before leaving the facility.
  • At the end of the inspection (assessment), feedback is given to the facility and next steps are discussed. In addition, an inspection report is generated and uploaded to the e-ASHEFAMU portal for review by designated staff and approval by the Executive Secretary (ES).
  • Facilities can either be recommended for registration (this is sometimes conditional), given a Report of Findings, or issued a Notice of Non-Compliance or a Closure Notice. Part or all of a facility can be Sealed if quackery is found.
  • Facilities that have been recommended for registration are told to expect a call from the Agency as soon as approval for registration is given. If recommendation for registration is conditional, the condition must be met before approval can be given.
  • A Report of Findings is given if the facility is lacking in certain aspects of service provision. Recommendations given to the facility should be implemented within 2 weeks and evidence of correction brought to the ASHEFAMU Office. A re-visit for inspection may be necessary depending on documented findings and recommendations.
  • Facilities that are issued a Notice of Non-Compliance or a Closure Notice need to visit the ASHEFAMU office for resolution of issues stated. A re-visit for inspection is scheduled and all negative findings must have been corrected by this time.
  • If the Operating Officer is different from the one that applied for registration, credentials of the new Operating Officer, as well as a sworn affidavit, must be submitted before the registration process can be concluded.
  • The ASHEFAMU code for the facility is allocated once the facility has been recommended for registration.
  • Approval for Registration is given by the ES. Once approval is given, a call is placed to the facility to come for the Certificate and Logo Issuance.

Certificate of Registration Issuing Process

Certificates of Registration are issued to facilities that have been approved for registration by the ES. Facilities can download a provisional certificate of registration via e-ASHEFAMU pending issuance of the main certificate. The following steps are taken:

  • A calligrapher is invited to write the facility’s name on the Certificate of Registration. Once done, the facility is called to collect the “main” certificate from the ASHEFAMU Office.
  • At the point of collection, the Certificate of Registration from the ASHEFAMU Office, the facility presents the provisional certificate (for sighting) and fills the ledger dedicated for the purpose.

Logo Issuing Process

Logo issuance is the last step in the ASHEFAMU Registration process. All facilities registered with the Agency are expected to mount (display) the ASHEFAMU Logo at the premises of their practice. The Logo serves to identify the facility as a health service providing entity that is recognized by the State government. It also tells the public that the facility is registered by ASHEFAMU to provide services according to the schedule stated on the Logo.

Health facilities must be registered with ASHEFAMU to get a Logo. Health facilities can collect their ASHEFAMU Logo along with their main Certificate of Registration and fill the register dedicated for purpose.

Flowchart: Facility Registration Process: