IMS is an online “Inventory Management System” developed byNACO/CHAI to digitally record Inventory transactions fromsupplier to end users & provide real time , customized reportsto concerned stake holders. IMS is used for Receiving ,dispatching /relocating Inventories & to Record IndividualPatient Dispensation . IMS is also capable of tracking &recording all centrally Procured items along with ConsumptionPattern of ARV Drugs / other Inventories at facility level/SACSLevel & NACO level.

• IMS v 1.0 was officially launched by NACO in Dec-2014 ,throughout the country almost in all ART Centers.

Brief Introduction to IMS

IMS Version 2

Introduction & Transition

I. To Familiarize New functionalities of IMS V2 (ART Module)

II. Hands on Practice.

– Pharmacist Module.

– Lab Tech Module.

– Link ART Module.

III. Modalities of User Acceptance Testing(UAT)

– How to log observations/Report Bugs. (Bugzilla)

IV. Onboarding Other Facilities & Lab technician.

Objective of This workshop on IMS v 2

• ARV Drug Adherence Calculation (Trends)

• Transit Patients \ PEP Patients

• Link ART Centre module.

• Accounting testing commodities & CD4 count at ART center- Lab tech module

• Enable Patient portability (Transfer in/out)

• Next visit date assistance - Distribution of appointments

• Auto assign status of Patients. (Pre ART, On ART, LFU)

• Assisted identification of Regimen as per previous dispensations

• Receiving stock from patients

• Aadhar Card, Voter Card, Ration Card and other identifiers of the Patient.

• Bio metrics capturing in lieu of signature

• ……………. a very long list

Need of IMS v 2 --Feedback received from users of IMS v 1.0

IMS v2

Patient Bio-Metrics

On-demand Reports

CD4 & Adherence Monitoring

Patient Portability

Flexible & Scalable System

Architecture

GIT Inventory Tracking

National/State Consolidated

Reports

Digital Invoices for Supply Payments

Role-based Access

Privileges

Independent Reporting

Engine

Capture Transit/PEP &

Link ART Patients

Automated Patient Status

Tracking

Enhanced Patient Information

Security

NIC Security Compliant

IMS v2 – Key Features

IMS v1

Offline Dispensation

Patient Registration & Dispensation

Stock Management

Barcode Enabled

Event Notifications -

email

Stock Receipt & Dispatch

Basic Stock & Dispensation

Reports

Product & Facility

Management

Contract & Supplier

Management

Receiving / Dispatch of Inventories-- Receiving Inventories(From SACS, Supplier, Other ARTC , Unregistered Source)Relocation/ Dispatch of Inventories –To SACS & Other facilityetc.

Receiving & Dispatch Process.

Simplified

No Surplus Receiving –as IMS v2.0 don’t pick up Surplus Inventories by Default.

Unique Product-Batch- Expiry combination

GIT(Goods in Transit) Tracking and Reconciliation

• Drugs received by the receiving ARTC from the Supplier/SACS/ARTC/NGO etc., without Dispatch details in the IMS , willbe entered under the section Unregistered Source section.

• GIT(Goods in Transit)—If there occurs mismatch in the quantityof Drugs Sent & Drugs received , then the Drugs will continue toremain in GIT . So If Lesser Quantity of ARV drugs are receivedby the consignee(Receiving ARTC) in comparison to actualQuantity of drugs sent by the Sender ARTC , then the drugs willremain in the Process of GIT , until either of the Sender ARTC orReceiving ARTC accepts the GIT. If both the ARTC are unable toreceive GIT , then the admin of SACS of sender ARTC has to writeit off as “Transit Loss”.

Drugs received from unregistered source , GIT.

Patient Management- Edit Patient profile, RegisterNew patients, Link out Patients, Transfer In/ TransferOut patients.

• Bar Codes—Unique Bar codes of each patient , will be providedby the NACO. One Bar code slip to be pasted on White Card of thePatient & other on the green Card of the Patient. Bar codeScanner can easily read these Bar Codes to provide PatientDetails , where he/she is registered.

• Weight band & side Effects –The details of wt. band of thePatient & side effects will be entered in the concerned sectionsby the Data manager/Pharmacist.

• Master Line List of the Patients can’t be uploaded in the IMS v.2 .Instead Details of each Patients are entered one by one in thePatient Profile Section by clicking on Add Patient.

BAR CODES , Weight band & side Effects

Patient Details - Layout

Patient Details (Name, Age/DOB, Address, Contact no., Aadhar no.)

ART Details (Date of Registration, Pre-ART no. ART no., Regimen, Patient

Status)

CD4 Details (Baseline CD4 Date, Baseline CD4 Count, Last CD4 Date, Last CD4

Count, Next CD4 Date)

Linked Out & Transfer Details (Linked Out Status, Linked Out Facility, Transferred Out Status,

Transferred Out Facility)

New Data Points to capture CD4 trends and analysis

New Data Points to capture migration or LAC patient monitoring

Patient Details – Key Enhancements in IMS v.2

CD4 Details captured – Baseline Count, Date and Last Count, Date

Link ART Patients tracked – with Link ART Facility name

LTFU status updated automatically Other status: On ART, Pre-ART, Dead, Opted Out

Patient Migration tracked through Transfer In & Transfer Out process

Track Additional Data: Regimen, Registration Date, Age (automatic), Adult/ Pead .category

Patient Dispensation-Regular Dispensation ,PEP / Transit Patients , Linked Out Patients etc.

• Preferred mode of Dispensation of ARV Drugs to the Patient’s isFirstly Regimen mode , then last repeated Dispensation mode &lastly Prescription mode.

• Auto ARV Drugs adherence gets calculated if there is proper Pillcounting & Proper quantity of Pills remaining with the patientare entered in the Pills section of the Dispensation.

• Once If you have dispensed TLE or ZLN/any other ARV Drug tothe Patient on any day & you want to dispense some other drugsafter the same. Then first , the quantity of ARV Drugs alreadydispensed should be 1st received back & only after that , otherARV drugs can be dispensed to the same patient on the sameday.

Dispensation of ARV Drugs , Drug Adherence in IMS v.2.0

• Biometric Capture of Patient’s Thumb Impression—IMS v.2.0 iscapable of recording/Capturing Biometric details of thePatients. The Patient/proxy has to give right Thumb Impressionin the Biometric system in lieu of his/her Signature on receivingARV Drugs.

• Drugs received back from the patient—If Patient returns packedBox of ARV Drugs & not open , then only quantity of such drugsto be filled up in the Concerned section of Drugs received frompatient.

Biometric Capture of Patient’s Thumb Impression

Dispensation - Layout

Patient Summary (Name, Gender, Age, Pre-ART no, ART no)

Previous Visit Details(Last 3 dispensations with visit date, products,

quantities and adherence)

Current Visit Details(Product, Batch, Expiry, Quantity, Remaining Pills)

Next Appointment Details

Biometric and Proxy Details

Dispensation

Patient Summary with Quick View for Detailed Patient Profile

Current Regimen View with short cut to update regimen

View up to last 3 dispensation details with Adherence and visit dates

Option to repeat dispensation of last 3 dispensations

PATIENT SUMMARY

PREVIOUS DISPENSATIONS

Transit & PEP patient tracked separately

Dispensation

Short cut to dispensation types: Repeat Last, Regimen Mode, Prescription Mode

Option to enter remaining pills with automatic Adherence calculation

Short cut to select Next Appointment –14 days, 30 days, 60 days

Biometric (Finger print) Capture to avoid signature on Register

Quick view of patient loads based on working days (exclude Sundays and other state holidays)

Auto Populate products for repeat dispensationsAuto select FEFO batch with option to change

CURRENT VISIT DETAILS

Dispensation

Repeat Dispensations in less than 5 clicks!!

1

2

3

Transit & PEP Patients--

• Transit Patients --Patients from other ARTC comes to your ARTCto receive ARV Drugs , when the same is not available in theirParent ART because of Stock out or if they are admitted in theWard of Your Hospital, then ARV Drugs to such patient aredispensed in the Transit Dispensation section. So enter therecord in IMS , the details of such patients in relation to theirParent ARTC , where they are registered.

• PEP Patients—Similarly Post Exposure Prophylaxis Drugs likeTLE is given as Pep Drugs to Such Patients in the PEPDispensation section.

Transit Dispensation & PEP Dispensation

Transit/PEP Patients

Record one time dispensations to transit patients or PEP patients

Record Parent ART name and details of Transit

Patient

Transfer In & Transfer Out Patients– The Patients can beTransferred In & Transferred out by entering the relevantdata in the Transfer In & Transfer Out sections of Patient’sProfile.

Transfer Patients – In & Out of ARTC

Transfer Out Process Transfer In Process

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2

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1. Transfer out patient – identify facility (only visible to sending ARTC)

2. Status changes to “Transfer”3. Receiving ARTC searches for Sending ARTC details4. Accept Patient to add to Receiving ARTC

Link ART Module—LAC user can be created by theParent/Nodal ARTC. So LAC will have its own userLogin I.D

• Assignment of Individual/Bulk ARV Drugs to LAC—ARVDrugs stock can be assigned individually/in Bulk . So ,many ARV Drugs can be assigned to LAC , throughProducts section of LAC.

• Dispensation of ARV Drugs to LAC patients—At LAClevel , ARV Drugs dispensation can be done to LACPatients in LAC Drugs dispensation section.

Assignment of Individual/Bulk ARV Drugs to LAC.

Link ART – Key Features

Key Features1. Only Parent/Nodal ARTC can create

dependant Link ART Centre (LAC)2. LAC will have its own login and user I.D. 3. Parent ARTC can perform dispensations

& stock consumption against LAC stock and patients.

4. All patients assigned to LAC still belong to ARTC and will show up on all reports

5. All inventory assigned to LAC still belong to ARTC and will show up on all reports

6. Find out LAC patients through Reports.7. LFU & Missed Appointment not

applicable to LAC patients.

Link ART – Assign Stock

Link ART – Assign Patients & Record Dispensation

Assign patient to LAC through patient profile

Patients are also available in the parent ARTC

Lab Tech Module-Receiving commodities from Supplier , Collect Sample forCD4/Viral Load Testing , Test it in other ARTC and update result, Test in own ARTCand update result. When Lab Technician Updates CD4 /Viral Load results in Lab TechModule , such results are automatically populated in the Patients Profile data.

CD4/Viral Load Testing – Collect Sample

Key Features:• Only 2 new steps that need 15-20 minutes per day – no dedicated computer required• Automatically track CD4 due date and generate “CD4: Expected Patient Report” and “CD4: Missed

Appointment Report”• Online CD4 results recorded – can be entered by Nodal ARTC or Feeder ARTC• Results updated instantly on patient profile – can be viewed by MO

CD4/Viral Load Testing – Record Count

Record Result

Review Result

Dash Board & Reporting—Different types of Reports can begenerated in IMS v.2. Dashboard may have –Patient’s due List , Today’spatient Dispensation , Goods in Transit , Incoming Consignment ,Shortage of Drugs . Near Expiry in Next 3-months.

• Stock Ledger Report• Stock Summary Report• Stock Out Report• Dispatch Report• Receipt Report

• Daily Inventory Report • Near Expiry Report• Patient Dispensation Report• Expected Patients Report• Missed Appointment Report

• Patient Status Reporting (On ART, LFU, Transferred, Dead)

• Patient Profiles• Link ART Reporting• Regimen based Reporting• Dispensation summary with

Stock Requirements

Dashboards & Report Generation

Enhanced ReportsExisting Reports New Reports

In addition, more in-depth analyses and reports can be generated from the IMS database

• Improved Reporting Engine• Faster report generation• More comprehensive reports• Customizable reporting

• Dashboard with Key Information highlighted• Key patient data - Expected patients, etc.• Key stock levels – low stock, expiry stock• Alerts & Notifications

DashboardReports

- Migration from IMS v.1 to IMS v.2 --On Migration from IMS v.1 to IMS v.2 ,

the existing stock/Inventory will be automatically migrated in to the IMSv.2.0 along with relevant details/data of Patients , when initiation ofTransition/Migration of IMS v.2 is implemented by NACO.

• Continue to do dispensation of ARV Drugs to Patients in IMS v.1 &simultaneously do Practice in IMS v.2 till the transition process of IMS fromv 1.0 to IMS v 2.0 is implemented by NACO.

• If any Bug is observed while doing practice in test.imsnaco.in , then thesame can be reported to IMS Developers(CHAI) by clicking on the “ReportBugs” at the lower right corner , after creating your account in the Bugzilla.(or mail your queries to imsnaco.in@gmail.com.

Migration from IMS v.1 to IMS v.2

Tentative Transition & Timelines

Introduction to V2 (NDLS Session)

26

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UAT - Master Trainer Southern Region

9th

Sep

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UAT - Master Trainer Northern Region

Start Bug Fixing

15

thSe

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UAT - Completion

26

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Complete Bug Fixing

31

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Patient & Inventory Data Migration:

V1 to V2

30

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Transition from V1 to V2

2n

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User Acceptance Testing (UAT) - Start

11

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• IMS V2 is security audited andhosted to NIC cloud(NationalInformatics System)

• Robust data recovery & backup planas per NIC guidelines

• One year support for any bugs orusage fatigue by development team

• IMS V2 is amenable to Integrationwith any future system andenhancement

Support Plan

Master Trainers (76)1 master trainer for every 7 ARTC

SACS Admin (38) + Regional Co-ordinators (10)

Dedicated Support Team (3)

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IMS Help & Support Structure

Together with your support, we can achieve a successful transition to Version 2 of IMS!

Session II- Hands On Exercise

Username and Passwords

test.imsnaco.in

Username: Same as of IMS V1.0Password: admin

Thank You

Please mail your queries at:--tssaini9@gmail.comTirath Singh SainiCertified Master Trainer in IMS Mobile-09501000385