Facility Registration

FACILITY REGISTRATION

It is mandatory that all Health Facilities register with HEFAMAA. All health facilities must register with HEFAMAA. 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 HEFAMAA website hefamaa.lagosstate.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:
• CAC Registration Certificate
• Tax Revenue Receipt
• Letter of Introduction from LAWMA
• Letter of Good Standing from the relevant Professional Association or Regulatory Body of the Operating Officer
• Stamped letter from LGA Medical Officer of Health on data rendition
• LASRAA Card
• Inner Sketch Diagram
• Staff List
• Credentials of all health professionals
• After form submission, an invoice is generated by the facility representative and payment of the invoice value is made to the account details provided.
• This payment is approved by the HEFAMAA 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 HEFEMAA website reviews the forms and attached documents. If all the submitted documents is satisfactory, the facility is booked for an inspection.

Inspection Process

HEFEMAA 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 HEFAMAA 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-HEFAMAA 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 HEFAMAA 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 HEFAMAA 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 HEFAMAA 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-HEFAMAA 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 HEFAMAA Office.
• At the point of collection, the Certificate of Registration from the HEFAMAA 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 HEFAMAA Registration process. All facilities registered with the Agency are expected to mount (display) the HEFAMAA 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 HEFAMAA to provide services according to the schedule stated on the Logo.

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

Flowchart: Facility Registration Process: