User Manual for National Diabetology Registry Hospital-based Multicentre Diabetes Registry (HMDR)

Primary Objective:

The Primary objective of this registry is to collect data on the demographics, anthropometry and management of patients with Diabetes Mellitus that can be used to improve the knowledge of epidemiology clinical presentation, management and complication of Diabetes Mellitus in India.

Secondary Objectives:

Enable a baseline assessment of the burden and the care of diabetes patients, which will provide critical evidence for planning future programs.
Provide a repository for data on Diabetes Mellitus patients which can be used for future clinical trials.
Facilitate recruitment for clinical trial pertaining to Diabetes by matching potential subject interested to participate in research with approved clinical studies.

Version 4.0 Hosted at CSIR 4Pi

Pilot Data Entry URL: https://birac.indiancst.com

User Roles

Birac Super User
Data Entry Operator (DE)
Quality Manager (QM)
Project Investigator (PI)
Project Manager (PM)
Super Admin
Statistician for the lead site

Access Management - Role-Based Access Control

Super Admin - Birac: Access to view reports and Dashboard of all sites.

Super Admin for Each Site: Access to View and Download the reports & Dashboard of their own site.

Principal Investigator (PI): Access to View and Download the reports & Dashboard of their sites.

Project Manager (PM): Access to View and Download the reports & Dashboard of their sites.

Quality Manager (QM): Access to Edit, Raise query, View and download the Data & Dashboard of their sites.

Data Entry Operator (DE): Access to Create, Edit, View the Data & Dashboard option only of their sites.

Biostatistician: Access to view, download data & reports and Dashboard of their sites.

How to Login

Exploring the Tabs in the Registry Software

Masters:

Ayushman Bharath Organization Registration
User Registration

Modules in the Diabetes Registry:

Diabetics Registry dashboard
Diabetics Registry Analytics
Patient registry
Registered Patients List
Diabetes Registry Section A and B for data capture real time

Section A:

Demographics
Medical History
Physical Examination
Complications
Lab Investigations
Treatment History

Section B:

Diabetes Mellitus

Reports:

Diabetics Registry Reports

Integrated Modules in the Registry for GPMS Healthcare Services:

Citizen Portal
Lab M
E pharma connect
Telemedicine
Integration of IOTs

How to Register an Organization

Step 1: Press the TAB > Masters > Organization > Register

Update all the available information related to the health facility.

To View the Registered Health Facilities

Step 1: Press the TAB > Masters > Organization > View

How to Create a New User

Step 1: Press the TAB > Masters > Create User

Select the Role of the user from Group Into > drop down and update all the fields in the registration form and submit.

To View the Registered Users

Step 1: Press the TAB > Masters > View User

Exploring the Tabs of Section A and B for Inserting New Records

User Roles and Process

Data Entry Operator (DE)

Step 1: Click on Add New Record

Step 2: Enter data for each module under Section A and Section B

SECTION A

Demographics
Medical History
Physical Examination
Complications
Lab Investigations
Treatment History

SECTION B

Diabetes Mellitus

SECTION B

Step 3: Each module needs to be entered and to proceed to the next module, click "Save and Next".

The user can return to any previous page by clicking the back button at the bottom of the page (not by clicking the module name on the left panel).

Step 4: Once data is entered, click "Save". Status becomes DE Saved.

If changes are needed, edit and submit to the next user. Status changes to QM Pending - DE Submitted.

Quality Manager (QM) Process

Step 5: QM logs in and reviews data submitted by DE via View/Edit.

If queries are raised, QM clicks "Edit" and submits. Status changes to DE Saved.

Step 6: DE addresses queries (marked with red flag) and updates status:

Completed
In-progress
Pending

After resolving, status changes to QM Pending.

Step 7: QM reviews updated data (yellow flags) and updates query status:

Closed (green flag)
Reopen (red flag)

If approved, submits to PI. Status changes to PI Pending.

Project Investigator (PI) Process

Step 8: PI reviews data and either:

Approves (status: PI Approved)
Sends back to DE with queries

Viewing Approved Records

Step 9: Explore Patient Registry > Registered Patients List.

Audit Trail History

Step 10: View query history for each record.

Registry Dashboard

Generating Reports

Step 11: Click on Report option > Filter by date/facility.

Project Deliverables

Robust database to clarify Diabetes characteristics and management.
Real-world view of clinical practice, outcomes, and effectiveness.
Data for healthcare policy improvement.
Improved quality of care and treatment adherence.
Advocacy for resource allocation to diabetes care.